Temporary position (6-month term), full time (35 hours/week)
We encourage members of employment equity groups to apply.
Only candidates eligible to work in Canada will be considered for this position.
The Organisation
Development and Peace — Caritas Canada is one of the leading Canadian international development NGOs and the official international solidarity organisation of the Canadian Catholic Church. The organisation supports local partners located in several countries of the Global South.
With a network of members across Canada, Development and Peace — Caritas Canada raises the awareness of Canadians about the causes of worldwide poverty and injustice and mobilizes Canadians around actions for change.
Development and Peace — Caritas Canada is committed to safeguarding people from exploitation and abuse in its work and has specific policies on this commitment which outlines the expected behaviour and the responsibility of all staff. We follow safe recruitment practices according to our safeguarding policies.
Any candidate offered a position within Development and Peace — Caritas Canada will be expected to sign the Code of Conduct as an appendix to their contract and agree to conduct themselves in accordance with its provisions. All successful applicants will be required to undergo appropriate background checks.
Summary
Reporting to the Director of the Department and under the coordination of the Administrative and Budgetary Oversight Officer,
the Administrative and Financial Monitoring Officer is responsible for ensuring the administrative and financial monitoring of the International Programs Department’s projects and providing the necessary support for the successful conduct of the Department’s activities.
To this end, in collaboration with the person in charge of administrative and budgetary oversight:
- Is responsible for the administrative and financial management of the projects in accordance with established procedures and the specific requirements of the donors, in collaboration with the people in charge of the program, the support unit (UDA) of the international programs department and the local partner organisations.
- Ensures compliance as defined by the DPCC’s procedures or those negotiated with institutional donors.
- Helps to organise and archive administrative and financial information within the department
Main functions
Monitoring administrative and financial procedures, in coordination with the person responsible for administrative and budgetary oversight
- Implements standards and procedures relating to the department’s administrative and budgetary management
Opening and administrative monitoring of the program
- Coordinates and prepares the project documents for which it is responsible (protocol, terms of payment, budget forecast forms,
requests for funds and financial reports) in coordination with the Administrative and Budgetary Oversight Officer and the Program Officer, in accordance with existing procedures.
- Prepares payments and payment advices to the local partner and follows up the acknowledgement of receipt forms.
Financial monitoring of projects
- Monitors and analyzes budgets, expenditure and financial reports
- Ensures control of funds (inflows and outflows) in the partner’s local currency and in Canadian dollars in order to maintain control of balances and exchange rates in accordance with the donor’s requirements.
- Ensures that information is received from the accounting software used by the local partner (e.g. general ledger, balance, Excel file, etc.).
- For donor projects, prepares and consolidates the financial reports of partners, field expenses and DPCC costs on a single Excel document using the donor’s financial reporting templates.
Compliance
- Coordinates the centralisation of accounting documents and the recording of supporting documents using a simple archiving system.
- Reviews supporting documents to ensure that expenses are eligible and appropriately coded, in accordance with established procedures.
- In close collaboration with the local partner, revises and adapts the local partner’s management manual to take account of any specific features of the donor and the project.
- Ensures that the most important tendering and purchasing processes comply with the procedures and policies described.
- Checks the compliance of local subc