Job Posting 85735

National Office Administrator
Mercy Ships Canada
Vancouver Island & Coastal areas
Victoria
closes in 14 days (Wed, 31 Aug)
part time  •  The the hourly rate is between $25.00 and $28.36 per hour depending on experience.

The Role

The flexible part-time role of National Office Administrator will support Mercy Ships Canada’s internal service delivery in the areas of accounting, administration, programs and volunteer crew.

Who you are

You are excited by the opportunity to use your business administration, accounting experience and relevant education and apply it to the mission of a mid-sized Canadian charity based in Victoria. Your intermediate knowledge of accounting principles and bookkeeping training related to general ledger accounting functions will help you exceed in this role.

If you are new on your accounting and administrative career path and are not sure that your credentials are a 100% fit with this position, we encourage you to apply. By applying you can clearly demonstrate your existing knowledge base and how your commitment to learning could be related to the charity sector and how you might fit into our future. To help ensure your career growth, individual staff training requirements and opportunities will be considered in the candidate selection process.

Who we are

Mercy Ships Canada is a Christian faith based charity that provides free surgeries and medical training in Africa using hospital ships. Each year more than 1,200 volunteers from around the world join Mercy Ships to donate their time and skills. Mercy Ships has worked in more than 56 nations, providing services and treatment to more than 2.68 million individuals. Mercy Ships Canada supports surgical and medical training projects that align with the global organization’s core values and goals.

Mercy Ships Canada values the diversity of the people it works with and serves. We foster a work environment in which individual differences are recognized, appreciated, respected and responded to in ways that fully develop and utilize each person's talents and strengths.

Timeline

To apply, please submit a copy of your CV and a cover letter in English to darryl@Mercyships.ca. Our ideal candidate would be available to start in the summer of 2022, if possible.  Please note that only short listed candidates will be contacted. The positon will remain open until filled.

Position Summary

The National Office Administrator position will support Mercy Ships Canada’s internal service delivery in the areas of accounting, administration, programs and volunteer crew. 

Accountabilities

Accounting

  • Verify, reconcile and track vendor and intercompany invoices with authorized commitments; prepare AP aging summaries when required.
  • Ensure all financial commitments and transactions are aligned with our internal controls, policies and procedures.
  • Perform daily reconciliation procedures and prepare bank deposit slips.
  • Ensure appropriate allocation of expenditures and programs commitments in general ledger.
  • Perform month-end account closing activities and reconciliations.
  • Maintain general ledger accounts and prepare journal entries for accruals and variances.
  • Reconcile general ledger accounts and revenue accounts.
  • Follow documentation retention policy to maintain accounting files.
  • Adhere to standard accounting principles and company procedures.

Administration

  • Provide administrative support to the business functions led by the National Office Manager including the preparation of monthly financial reports and reconciling DonorPerfect Online (DPO) with accounting details on SAGE.
  • Process mail received in the office and respond to donor calls.
  • Provide donor admin support by setting up donor profiles on DonorPerfect Online (DPO).
  • Reconcile cash donations.
  • Answer phones/donor calls.

Official Donation Receipts

  • Produce all varieties (i.e. individual and consolidated) of official donation receipts in accordance with Canada Revenue Agency regulations. Includes preparing, printing, signing, mailing and reconciling official donation receipts.
  • Collaborate with the Marketing and Donor Relations Manager and other team members in updating the content and messaging of the content in the official donation receipt in a timely manner.
  • Provide responses to audit requests in regards to official donation receipts.

Volunteer Crew

  • Provide administrative support in relation to Mercy Ships Canada’s volunteer program.
  • Reconcile monthly crew fees invoices for short-term crew with the Accounts Receivable clerks on the ships - Africa Mercy and the Global Mercy.
  • Prepare and send year-end statements to long-term crew volunteers and send monthly financial reports on long-term crew to Mercy Ships.
  • Collaborate with Mercy Ships to prepare and reconcile the annual contributed services report.
  • Track and record volunteer crew fundraising on all platforms.
  • Confirm volunteer crew flights with Mercy Ships Canada’s official travel agent and reconcile flight travel expenses for volunteer crew.
  • Distribute and maintain monthly activity reports for volunteer crew.

Programs Services

  • Reconcile programs expenses when projects are completed.
  • Ensure programs disbursements are wired to Mercy Ships at the appropriate time.

Other

  • Support and assist other areas of the organization such as the donor relations functions as and when required.

Required Skills & Experience

Must have skills:

  • Demonstrated experience in the use of accounting software (SAGE) or similar cloud-based accounting software (QuickBooks, FreshBooks) to perform business accounting functions.

Nice to have skills:

  • A demonstrated commitment to customer service, donors, and volunteers.
  • Excel at an intermediate level.
  • Experience with CRM (Customer Relationship Management) systems.
  • Experience in a not-for-profit organization or a registered charity environment an asset.

Core Competencies

  • Supportive of the vision and mission of Mercy Ships as a Christian faith-based charity and commitment to its core values and organizational culture.
  • Ability to think strategically and operationalize plans, excellent analytical skills and solid business acumen.
  • Demonstrate attention to detail and ability to prioritize work and meet deadlines.
  • Demonstrate respect, integrity, compassion, initiative and judgement in interactions with donors, staff, vendors, volunteers and other stakeholders.
  • Committed to team work in a culturally diverse work place and willing to adapt to continuous improvement.
  • Ability to work in a cross-functional environment with remotely working team members.
  • Good oral and written communication skills.

Qualifications & Education

  • Business administration, accounting experience or relevant education. Intermediate knowledge of accounting principles and bookkeeping training related to general ledger accounting functions.
  • Fluent in English. Proficient in French through the completion of an immersion program (or equivalent) is considered an asset.
  • Clean criminal record check.

Working Conditions

  • This term position is based in the Mercy Ships Canada Victoria office and may require remote work.
  • Minimum of 16 hours and up to 24 hours per week ; 4 to 8-hour shifts, Monday to Friday, with some flexibility to organize work schedule around the office hours of 8:00 am to 4:00 pm.
  • Mercy Ships Canada working conditions are aligned with the British Columbia Employment Standards Act.

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