Travel and Finance Coordinator

JOB SUMMARY

Under the direction of the Manager, FA, the Finance and Travel Administrator is responsible for supporting accounts receivables and payables and coordinating all stages of ITK’s travel while providing clerical and administrative support to the team. This individual must demonstrate a strong attention to detail and the ability to balance multiple demands simultaneously.

KEY ACCOUNTABILITIES

FINANCE

• Manage travel and expense claim process
• Assist with ITK credit cards reconciliation
• Manage ITK’s travel credit card
• Assist with processing payables
• Responsible for processing deposits
• Assist with Tax Receipts process
• Assist with annual audit tasks
• Perform finance related duties as assigned

TRAVEL

• Manage all aspects of ITK’s travel process
• Maintain ongoing travel calendar, in collaboration with all managers, and develop a plan for ITK’s travel needs.
• Coordinate with relevant regional organizations to assist with their travel needs in Ottawa.
• Conduct travel process orientation with new staff and update existing staff on changes to related travel processes.
• Manage relationships and assist in negotiating agreements, with service providers (airlines, hotels etc.)

ADMINISTRATION

• Manage filing and correspondence for the department
• Assist with office management tasks as needed
• Provide administrative assistance for relevant special projects
• Assist in development and update of the department’s policies and procedures

AUTHORITY

• This position holds no financial authority.
• This position requires coordination of work with other Finance and Admin staff to ensure activities are completed in a timely manner.

INTER-RELATIONSHIPS

• Must have good interpersonal skills
• Must be able to work as part of a team with staff and members of Inuit organizations
• Sensitive to local, political, and cultural issues

QUALIFICATIONS

KNOWLEDGE AND SKILLS

• Excellent organizational, problem-solving skills and attention to detail
• Ability to handle sensitive information
• Ability to exercise sound judgment and prioritize workload with minimal supervision
• Ability to function well in a high-paced environment with frequent tight deadlines
• Ability to work both independently and co-operatively with a variety of individuals and groups
• Must have excellent oral and written communication skills primarily in English, Inuktitut is considered an asset
• Advanced computer skills in Microsoft Office (Word, Excel, Access and Outlook) and accounting software
• Knowledge of principles and practices of project/program administration
• Knowledge of Accounting/Bookkeeping procedure
• Some knowledge and understanding of Inuit land claim organizations

EXPERIENCE

• One to three years of work experience coordinating and managing travel logistics
• One to three years of work experience in an Accounting position
• Travel expense management software, online booking tools experience is considered an asset
• Experience working in a not-for-profit organization

EDUCATION

• A certificate or diploma in finance, accounting and/or business administration
• Any combination of education and experience providing the required skill and knowledge for successful performance is evident

OTHER INFORMATION

• Decisions are made within specific guidelines established by ITK management and the Manager/Director
• Consequences of error are moderate
• Overtime will be required

BENEFITS

• Conditional to ITK’s Human Resources Policies, you may be eligible for:
• 100% Employer paid Group Insurance
• RRSP contributions
• Training allowance
• Excellent Health and wellness allowance
• Relocation allowance
• Vacation – starting out at 3 weeks/year
• Paid Christmas break (usually between Xmas and New Year)

*Applicants who are a Beneficiary under a Land Claims Agreement will be given priority hiring. We encourage applicants to self-identify.

We would like to thank all applicants in advance for their interest in ITK; however, only those selected for an interview will be contacted.