Ottawa Office Coordinator - Amnesty International Canada

Amnesty International Canada

Verified Company

Ottawa, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

OTTAWA OFFICE COORDINATOR (Maternity leave replacement)

Hours:
Full-time (37.5 hours/week)

Duration:
Contract (March 1, June 30, 2025)

Location:
Ottawa (Hybrid)

Salary:
$ 63,678.97 per annum

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

Deadline:
March 5, 2024

Union:
Unifor Local 567

Amnesty International Canadian Section (English Speaking) also known as AICSES is looking for an Ottawa Office Coordinator (Maternity leave replacement).

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, the Ottawa Office Coordinator 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.

The individual in this role works closely with colleagues across the section to contribute to improving processes, practices, systems, and tools within the Finance and Operations team to ensure they are equitable, transparent, and efficient.

They should possess a deep and abiding commitment to tackling systemic issues affecting historically marginalized employees and communities with a specific lens of anti-racism, feminism, intersectionality, and accessibility to external and internal work.

Part of their responsibility includes aiding in the creation of an environment that reflects Amnesty International Canada's promotion of a culture of respect, equity, and fairness.

WHAT YOU'LL DO

Office Coordination
requests, and handling them when appropriate, making travel arrangements, organizing and overseeing client visits,

taking minutes, and ensuring key deliverables are met.

Prepare and set up conference rooms for meetings, trainings and other internal or external gatherings.
Maintain an organized, professional, and coordinated office environment.
Respond to inquiries and direct them to the appropriate team.
Ensure office supplies are appropriately stocked and coordinate 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 Operations 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.

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 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 reporti