In May 2022, Government of Canada’s federal Department of Environment and Climate Change (ECCC) engaged NovaSphere to deliver an implementation program : ”Bilateral Support for Implementation and Achievement of Nationally Determined Contributions  (NDCs) in West Africa ” . Working closely with various stakeholders in West Africa (Togo, Ghana, The Gambia and Liberia), NovaSphere is mandated to support defining regional and national priorities to address greenhouse gas and SLCP emissions and to pursue opportunities for harmonizing measurement, reporting and verification (MRV) systems. The program objectives are to strengthen and mature domestic climate governance by establishing more efficient  and effective climate Measurement, Reporting and Verification (MRV) systems that enhance national  capacity to plan, scale and accelerate the implementation of country-established climate priority actions,  overcome barriers to Nationally Determined Contribution (NDC) implementation.

Accounts Payable Specialist Coordination

NovaSphere is seeking a motivated and experienced  Accounts Payable Specialist whose core responsibilities will be to support the organizational financial process and ensure compliance to the applicable organizational policies.

Under the Supervision of the Senior Operations Manager, and in collaboration with the CEO, working in a dynamic environment, the Accounts Payable Specialist is responsible for all aspects relating to payroll, accounts payable, accounts receivable, as well as being a point of contact for vendors and suppliers. The role has the purpose to ensure at all times compliance of corporate policies, and national directives in the day to day transactions, and, also ensuring timely and accurate payments in an complex international (multi-currency) environment. 

Responsibilities:

• Payroll & Benefits: 

• Process bi-weekly payroll (QBO) and manage payroll updates (increase calculations, vacation pay calculations etc);
• Support OverTime calculations, and ensure time pay entry;
• Process and oversee the payroll taxes (monthly);
• Process and maintain all payroll related deductibles in a timely manner;
• Maintain and update as required the insurances platforms (sunlife, and myhsa);
• Manage payroll & benefits for employee on-boarding and off-boarding;
• Reconcile payroll and perform various payroll reports for insurances, work benefits and so forth;
• Verify and issue ROE as required.

• Accounts Payable

• Payables Coordination
• Onboard new vendors, be a point of contact for all payment related enquiries; 
• Process accounts payable in a timely manner;
• Reconcile vendor statements and resolve discrepancies;
• Assist with end of month closing activities;
• Ensure all payments are supported by documentation. Organize, file and archive all supporting documentation according to organizational practices. Liaise with vendors for appropriate documentation submission (including credit card charges)
• Maintain records of invoices, payments and transactions;
• Ensure all entries and payments are made in accordance with the financial policy, and national directives.
• Collaborate with project teams, and review submissions to ensure accurate coding of expenses;
• Flag any discrepancies, and raise issues as they arise. Collaborate with the project team to resolve issues.
• Monitor payment schedule, liaise with vendor and project team to ensure timely submission of invoices (and payments).
• Ensure effective communication in interacting with vendors and internal stakeholders; Support as required resolving vendor disputes when they arise;
• Support calculations relating to advances issued, and adjustments required : verify against previous advance, ensure appropriate reimbursement / deduction and troubleshoot as required.
• Process all staff and vendor expense claims. Ensure that they are coherent with NJC directives and organizational policy.
• Collaborating with the Project Coordinator, ensure all vendor files are up to date. 
• Payments and banking platform
• Process payment in banking platform and seek appropriate payment approvals;
• Process interbanking funds transfer (including to credit card accounts);
• Be a point of contact for banking and credit card payment coordinations, and troubleshoot as required;
• Flag any issues;
• Be custodian of corporate credit cards.
• QBO management
• Manage all QBO entries, troubleshoot as required and ensure accuracy;
• Coordinate multi-currency payment processes, Ensure / perform currency reevaluations and calculations as required (more specifically ensure where applicable accurate reimbursement of foreign exchange gains and losses on foreign payments)
• Perform monthly reviews on outstanding payments, invoices, and troubleshoot as required;
• Prepare monthly bank account reconciliation (inc that of credit cards);
• Support yearly independent financial audits, liaise with accountants, and ensure timely delivery to auditors requests;
• Identify and collaborate towards process improvements;
• Accounts Receivable
• Issue invoices as required ;
• Monitor scheduled incoming funds, book and code appropriately;
• Raise any issues as they arise.

Skill Set

• Attention to detail and organizational skills;
• Excellent communication skills both written and spoken;

• Bilingual English / French 
• Solid understanding of business and accounting principles
• 2-3 relevant working experience, and / or equivalent education / certification ; 
• Bachelor in Accounting, an asset
• Advanced proficiency in excel and Gsheets ;
• Advanced proficiency working in shared platform (Gdrive)
• Proven experience working Quickbooks online ;
• Experience in NGO is an asset.
• Familiarity with HRIS (BambooHR) an asset

Work package and benefits

• $34-$37 CAD / hour - 20 hours a week
• 100% remote, but based from Ottawa, Montreal, or Toronto greater areas.
• 2 additional weeks office closure over the holiday season
• Attractive salary and benefits package
• Overtime

Please submit a cover letter and resume through BambooHR : https://novasphere.bamboohr.com/careers/24?source=aWQ9MTg%3D

Only applications through BambooHR will be considered.

We thank all applicants for their interest, however only short listed candidates will be contacted. 

NovaSphere is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, gender, sexual orientation, gender identity, national origin, veteran or disability status.All employment is decided on the basis of qualifications, merit, and business need.