Adminstrative Coordinator

Description:

Humanity & Inclusion Canada (HI Canada) is seeking a bilingual Administrative Coordinator to manage its internal operations and support the organization's administrative, financial, HR, and logistical functions. The role reports directly to the Executive Director and requires a well-organized, proactive professional capable of thriving in a dynamic humanitarian setting.

The Administrative Coordinator will serve as a crucial link between the organization and its stakeholders, including donors, suppliers, and partners. This is a permanent full-time position (35 hours/week), beginning on September 1, 2025, based in Montreal with a hybrid working setup.

Key Responsibilities:

1. Administrative and Office Management:

   • Coordinate general office operations (supplies, facilities, external vendors, security).

   • Plan logistics and support for internal/external meetings, including board meetings.

   • Handle incoming communications (email, calls).

   • Maintain updated records and documentation for compliance.

2. Finance & Accounting:

   • Monitor budgets and create financial reports.

   • Process payments, manage invoices, and conduct bank reconciliations.

   • Assist in audits, procurement processes, and regulatory compliance.

   • Liaise with accountants, banking institutions, and the HI Federation.

3. Human Resources & Payroll:

   • Support recruitment, onboarding, and administrative tracking of staff.

   • Manage payroll, leave, benefits, and tax documentation.

   • Prepare employment contracts and ensure adherence to HR policies.

4. Logistics & IT Support:

   • Arrange travel and event logistics (bookings, materials, catering).

   • Oversee IT assets, equipment maintenance, and user account management.

   • Coordinate with internal IT teams and external service providers.

5. Fundraising & Communications Support:

   • Assist with donor campaigns, tax receipts, and events.

   • Maintain and update donor CRM (Efficy).

   • Coordinate logistics for communication efforts (print, distribution, events).

Candidate Profile:

• Education: Bachelor's degree or equivalent experience in administration, finance, communications, or HR.

• Languages: Fluency in French and English (spoken and written) is mandatory; Spanish is an asset.

• Technical Proficiency: Strong knowledge of MS Office (Word, Excel, PowerPoint), CRM systems, collaborative tools, and database management.

• Desirable: Background in humanitarian, international cooperation, or nonprofit/philanthropic sectors. Familiarity with financial audits and donor databases is a plus.