Ottawa Office Coordinator

hybrid
Ottawa, Ontario, Canada .
full-time . May 19, 2023

Description

Hours: Full-time (37.5 hours/week)

Duration: Permanent

Location: Ottawa

Starting Salary: $60,786.55 per annum.

Travel: Travel may occasionally be required as part of the position

Deadline: Applications are accepted until 5pm (EST) Monday, June 5th, 2023

Union: Unifor Local 567

As the Ottawa Office Coordinator, you will join Amnesty International’s Canadian Section (English Speaking) during an exciting time of new strategic direction. Reporting to the Manager of Finance and Facilities Management, this role is a key member of the Finance and Operations team with responsibilities ranging from coordination of operations at AICSES’ office in Ottawa, to the administration of materials and supporting volunteer and member programs.

This Ottawa Office Coordinator is the first point of contact responsible for providing a warm, welcoming, and consistent experience for internal employees and members of the public who engage with the organization. The person in this role collaborates with colleagues to enhance processes, systems, and tools aiming for equity, transparency, and efficiency. They prioritize addressing systemic issues affecting marginalized groups, using an anti-racist, feminist, intersectional, and accessible approach. They also help create a respectful, equitable, and fair environment in line with Amnesty International Canada's values.

WHAT YOU’LL DO

Office Coordination

Acts as first point of contact, managing the main and common areas, responding to requests by phone, in person and by e-mail.
Coordinate at an organization-level calendars, and email management, screening telephone calls, enquiries, and requests, and handling them when appropriate, making travel arrangements, organizing, and overseeing client visits, taking minutes, and ensuring key deliverables are met.
Preparing and setting up conference rooms for meetings, trainings and other internal or external gatherings
Distributing and/or posting company memos identified by other departments in the organization for public information.
Maintaining an organized, professional, and coordinated office environment
Responding to inquiries and directing them to appropriate team
Ensuring office supplies are appropriately stocked and coordinating supply orders as needed.
Liaise with other operations and administrative supports across the organization to handle requests and queries from employees and managers.
Support centralized monitoring, ordering, and distributing of supplies and equipment, including liaising with other departments to ensure supplies are being sourced centrally.
Monitor and maintain inventory of materials that support AICSES’ campaigns, action strategies, organizing and support structures.
Support the efficient distribution of materials to participants in Branch activities such as members, groups, and internal AICSES’ teams including Fundraising, Activism and Programs.
Monitor and purchase office supplies, packing supplies, merchandise, and equipment to ensure inventory at levels required for efficient workflow. 
Assist with the onboarding, offboarding and orientation of AICSES employees (coordination of new employee computer equipment and related accessories, building access card, business cards, etc.) in collaboration with Finance, Operations and Equity People Culture teams.
Through the provision of office space, work with internal stakeholders to support local member initiatives and activities as required.
Manage office supplies and office equipment (i.e., photocopier, stamp machine, etc.)

Operational Support

Assist with the preparation and execution of the annual building and equipment maintenance plan, and fiscal budget, for the Ottawa office following consistent practices across Amnesty’s other office locations.
Act as first point of contact for Ottawa staff when building related problems are identified and work closely with the Manager of Finance and Facilities Management and the JOHSC (Joint Occupational Health and Safety Committee) to resolve issues, keeping the health and wellbeing of staff a key priority.
Manage office space allocations and ensure staff are using space effectively in collaboration with Manager of Finance and Facilities Management
Prepare quotes, purchases orders and invoices for management review.
Liaise with contractors, maintenance workers, and vendors in carrying out their duties and ensuring issues have been resolved in a timely manner to support a safe and positive employee experience. 
Lead on the procurement process for external contractors, maintenance providers, and other vendors as required.
Liaise with internal teams to plan and procure for future materials requirements of AICSES.
Manage fulfilment of online orders received through amnesty.ca for materials and merchandise.
Maintain and reconcile inventory records in online store and iMIS (Engagement Management System)
Update sales record in iMIS and prepare reporting for financial reconciliations.
Assist with preparation and tracking of, and reporting on, AGM logistical budget.
While on site, provide support and guidance to volunteer groups by documenting concerns and identifying appropriate solutions to address them.
Report on hours, trainings, contracts, and letters of recommendation as required and in alignment with the processes set out by Equity People and Culture Team

AGM Logistical Support and Event Management

Project management and support with event coordination to support site specific and across the broader organization events, trainings, and workshops in collaboration with the Executive Office
Support the interaction between AICSES and its volunteer network at the Ottawa office and AICSES events which includes regular support with the AGM.
Direct responsibility to coordinating and planning site logistics with the AGM working group, a cross functional team who plan, organize, and manage AICSES’ virtual or in-person annual general meeting.
For the AGM, lead on the procurement process for venue and vendor selection including, but not limited to those fulfilling requirements related to registration, online platforms, accessibility and accommodations, materials and documentation, and onsite technical support.
For the AGM, manage event registration and prepare participant information packages.
Responsibility to coordinate logistical support provided by AICSES’ staff and volunteers before and during the event.
For the AGM, provide onsite direction to participants, vendors, members, AICSES and venue staff during the AGM and manage post event evaluation survey and results reporting.

WHAT WE ARE LOOKING FOR IN A CANDIDATE

The Amnesty International Canadian Section (English Speaking) also referred to as AICSES is looking for an experienced and motivated Office Coordinator to join our office in Ottawa. We are seeking a highly skilled individual with excellent organizational and interpersonal abilities. The Ottawa Office Coordinator will act as a main point of contact for the organization’s operational and administrative matters. They have excellent proficiency in operational, logistical coordination and event management skills, while demonstrating a natural ability to juggle multiple priorities and engage with several stakeholders.

QUALIFICATIONS

A post-secondary diploma in Office or Business Administration or a related discipline OR the equivalency in experience minimum three (3) years’ experience in a customer-service driven, office administration role.
Minimum of 3 years of demonstrated experienced in facilities or building management.
Ability to deal effectively in person and over the phone with both the public and members of the community and to exercise diplomacy and discretion.
Proficiency in the M365 suite of applications including Word, Excel, and Outlook.
Superb organizational, planning, time management, and customer service skills
Detail-oriented, reliable, agile, punctual, and able to multi-task with minimal supervision in a fast-paced environment
Effective communicator with strong written, oral, and interpersonal communication skills including collaboration and consultation as part of a team.
Ability to prioritize tasks and exercise independent decision making.
Proven ability to work successfully with a diverse population and in applying anti-racism, anti-oppression, diversity, equity, and inclusion principles.
Proven commitment to self-development in the principles of anti-racism, anti-oppression, diversity, equity, and inclusion
Proven ability to apply an intersectional lens to your work to achieve anti-oppression in practice.
Knowledge, training and experience in intersectionality, anti-racism, anti-oppression, anti-Black racism, discrimination, and decolonizing practices
Passion for Amnesty International’s mission in the protection and promotion of human rights for all people
Available to travel or work on evenings or weekends.
Some lifting of boxes and equipment is required.

WHY WORK FOR AMNESTY INTERNATIONAL CANADA?

ABOUT US

Amnesty International is a movement of 10 million ordinary people in more than 150 countries who come together to achieve extraordinary results in defending and promoting human rights. We get discriminatory laws changed and prisoners of conscience released. We’ve helped stop torture, commute death sentences and worked to end violence against women. We are in solidarity with Indigenous peoples demanding that their rights be respected.

OUR COMMITMENT TO ANTI-RACISM, ANTI-OPPRESSION, DIVERSITY, EQUITY & INCLUSION (ARAO-DEI)

Amnesty International Canada is committed to employment equity, actively seeks diversity in the workplace, and welcomes and encourages applications from members of equity deserving groups including women, transgender, non-binary, and LGBTI individuals; First Nations, Metis, and Inuit individuals, persons with disabilities, and members of racialized and marginalized groups. We believe our work is stronger when it benefits from the experience, knowledge and wisdom of people who have faced systemic barriers and encourage applications from qualified candidates who have lived experience as a member of historically underrepresented communities. 

AIC values qualified diverse candidates who bring skills that contribute to our anti-racist and anti-oppression transformational journey. At AIC, employees are expected to contribute to an inclusive environment and bring the knowledge, experience, and ability to incorporate anti-racism, anti-oppression, intersectionality, gender mainstreaming, inclusion, and accessibility practices to external and internal work and to all interpersonal interactions. Click to learn more about our Equity Journey.

WHAT WE OFFER

At Amnesty International Canada, we are passionate about what we do, and we are proud of our achievements as a movement. To compensate our employees for the critical work they undertake, we reward them with an attractive, sector competitive salary and benefits package plus the opportunity to develop professionally.

APPLICATION PROCESS

Applications must be submitted electronically through our Work With Us careers page.

We thank everyone for their expression of interest-and truly appreciative of the time individuals put into applying-but with the limitation of time only those selected for an interview will be contacted. Amnesty International Canada is committed to providing an inclusive and barrier free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process.

Compensation

$60,786.55 per year

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