Job Summary:
Reporting to the Executive Director, the Director of Finance and Administration is responsible for coordinating three key areas of operations at AIDS Vancouver Island (AVI): finances, systems and administration. The Director of Finance and Administration will lead and develop a team to support the following areas: finance, business planning and budgeting, administration, and operations. The Director of Finance and Administration is a key part of the senior management team for the Agency, and is expected to contribute to the development of AVI’s strategies, policies and practices as well as the overall management of the organization.
The Director of Finance and Operations supervises and directs the work of the Operations Coordinator, Accounts Payable Clerk, Payroll Clerk and Volunteer Coordinator.
Key amongst the duties and responsibilities of the Director of Finance and Administration are the following:
1. Finances
Ensures all aspects of financial administration for AIDS Vancouver Island are managed consistently and effectively by:
- Oversee AVI’s bookkeeping, accounts payable/receivable and payroll
- Responsible for annual budgeting and planning process
- Analyze and communicate financial reports and variances in an accurate and timely manner to internal and external stakeholders
- Create financial reporting materials for funders
- Responsible for all financial, project/program and grants accounting and reporting.
- Develop funding and program budgets in conjunction with Program Directors and Project Managers
- Coordinate and lead the annual audit process, liaising with external auditors and the finance committee of the board of directors; assessing any changes necessary
- Reconcile bank and investment accounts
- Administer and review all financial plans and budgets; monitoring progress and changes and keeping the senior leadership team abreast of AVI’s financial status
- Forecast and manage the agency’s cash flow
- Manage the acquisition of capital assets and ensure that assets are properly recorded, amortized, and disposed of as appropriate
- Create, update and implement all necessary business policies and accounting practices; improving the Finance and Administration department’s overall policy and procedures
- Meet requirements of Revenue Canada (both taxation and charities divisions)
- Effectively communicate and present financial matters to the board of directors
- Oversee all payroll functions to ensure that employees are paid in a timely and accurate manner
- Review year end payroll reporting
2. Systems
Ensure that AVI is supported by appropriate and effective agency-wide systems and processes, including:
- Develop and manage payroll systems and processes for all of AVI’s employees
- Develop and maintain financial accounting systems for cash management, accounts payable, accounts receivable, and petty cash
- Oversee Operations Coordinator managing support for IT systems for all of AVI’s locations.
- Develop and manage appropriate financial systems and controls, including banking, accounts payable/receivable, purchase orders, preparation of cheques and GL entries
- Evaluate the need for new technology to meet the organization’s financial data processing, control, and reporting requirements
- Advise on appropriate technology that meets the organization’s information requirements and financial resources
3. Facilities administration
- Manage the Volunteer Coordinator, Operations Coordinator, Payroll Clerk and Accounts Payable Clerk
- Hires, trains, develops and appraises staff effectively. Takes corrective action as necessary on a timely basis and in accordance with company policy. Consults with Human Resources as appropriate
- Further develop AIDS Vancouver Island’s operations and administration
- Work closely and transparently with all external partners including third-party vendors and consultants
- Oversee administrative functions as well as facilities to ensure efficient and consistent operations
- Oversee the management of all leases, contracts and other financial commitments
- Oversee regular risk management and safety updates, and taking appropriate corrective action to ensure that systems for are in place to address identified risks
- Miscellaneous duties as required
Qualifications:
The Director of Finance and Administration should have the following qualifications:
- CPA designation
- 5-7 years’ senior management experience, preferably within a community based or non-profit organization
Skills and Abilities:
The following skills and abilities are required in the Director of Finance and Operations:
- Positive approach, flexible, resourceful, and enjoys working in a dynamic, informal, and friendly environment.
- Ability to translate financial concepts to – and to effectively collaborate with – programmatic and fundraising colleagues who do not necessarily have finance backgrounds
- A track record in management of contracts, grants and other funding from a range of sources including government and non-government sources
- Experience with having final responsibility for the quality and content of all financial data, reporting and audit coordination for either a division or significant program area
- Demonstrated experience in Information Technologies, with experience selecting and overseeing software installations and managing relationships with software vendors.
- Ability to process payables through Sage
- Ability to process payroll through Payworks
- Commitment to training programs that maximize individual and organization goals across the organization including best practices in human resources activities
- Excellent organizational and time management skills
- Excellent communications skills, both written and oral
- Sound understanding of health promotion and harm reduction
- Experience managing within a unionized environment an asset
- Ability prioritize, negotiate, and work with a variety of internal and external stakeholders
- Demonstrated leadership, coaching and team development skills including the ability to collaborate with and engage with a range of team members
- Ability and willingness to provide leadership to the staff team and to act for the Executive Director during absences
We encourage applications from, but not limited to, Indigenous persons, persons of colour, persons living with disabilities, persons who use/d illicit drugs, persons with experience of sex work, and persons representing diverse genders and sexualities.
For complete job description and application information, see AIDS Vancouver Island posting.
Deadline for application is February 6th, 2018