POSITION TITLE: Administrative Officer, Volunteer Mobilization
POSITION LOCATION: Ottawa region preferred – hybrid/remote work model
REPORTS TO: Manager, Volunteer Mobilization
CONTRACT TERM: Indeterminate
SALARY : PRO 1 (50k-56k)
APPLICATION DEADLINE: September 12, 2023
LANGUAGE REQUIRED: Fluency in both French and English
WUSC (World University Service of Canada) is a Canadian non-profit organization working to create a better world for all young people. We bring together a diverse network of students, volunteers, schools, governments, and businesses who share this vision. Together, we develop solutions in education, economic opportunities, and empowerment to overcome inequality and exclusion for youth around the world, particularly young women and young refugees. WUSC currently works in 25 countries across Africa, Asia, the Middle East, and Latin America, with an annual budget of approximately CAD $40 million. We have over 90 staff in our Ottawa office, and over 200 people overseas implementing 16 development projects in collaboration with donors such as Global Affairs Canada, the UK Department for International Development (DFID), the World Bank, the Asian Development Bank, and the African Development Bank.
Volunteering for development is one of the important ways in which WUSC pursues its mission. WUSC’s Volunteer Cooperation Program (VCP) has ambitious targets to mobilize hundreds of skilled Canadian volunteers each year to support partners in developing countries where we are working to advance gender equality and facilitate economic opportunities for poor and marginalized young people, especially young women and refugees. Overseas, our volunteers collaborate with a wide variety of partners, including enterprise and social enterprise development incubators, skills training centres, enterprises, women’s organizations, and youth groups. In Canada, WUSC works with institutions and individuals to identify, prepare, and support volunteers who travel overseas to support our partners for various durations of time. Our network in Canada also works with WUSC to raise awareness among Canadians to inspire greater action on global development issues. Our collective focus is on sustainable and inclusive changes to create a better world for youth.
Under the supervision of the Manager Volunteer Mobilization, the Administrative Officer, Volunteer Mobilization, will be responsible for the administrative requirements for departing, on assignment and returning IGNI+E Volunteer Cooperation Program (VCP) and WUSC bilateral projects volunteers, and to provide support in organizing in-person volunteer group debriefing sessions in Ottawa.
More specifically, the Administrative Officer, is responsible for:
Volunteer Logistics and Administration:
Ensure all pre-departure and end of assignment administrative and logistical preparations for volunteers, including but not limited to:
- Communicate with and guide volunteers through the volunteer administrative process
- Collaborate with volunteer mobilization team colleagues, country program office colleagues, Finance Team colleagues and external vendors (Insurance, Travel Agency, etc)
- In collaboration with the travel agency and following WUSC procurement processes, arrange volunteer flights
- Guide and support volunteers to obtain their entry visa and work permit
- Coordinate criminal record verification, medical, insurance, waivers and other documentation requirements for volunteers
- Prepare volunteer contracts and amendments and obtain all necessary signatures
- Submit and maintain the monthly requests for monthly allowances for volunteers and collaborate with the Finance Team to ensure timely payments
- Process pre-departure volunteers’ invoices and requests for reimbursements
- Process invoices and financial requisitions from WUSC vendors
- Support in the reconciliation of the VCP Team monthly credit card statement
- Contribute to the tracking, follow-up and reporting on volunteer timesheets
- Ensure all necessary documentation is completed, signed and updated in the volunteer’s personnel file
- Update the volunteer database to maintain accurate data.
In-person Debriefing Workshops Logistics:
- Organize the logistics for in-person volunteer group debriefing sessions in Ottawa (venue, travel arrangements, accommodation, meals, materials etc).
Other related duties:
- Contribute to the development, implementation and review of team systems, processes, templates, documentation and tools
- Send correspondence to country offices (courier)
- Provide review of translated documentation to ensure accuracy of translations from English to French.
- Provide cover to other staff as needed
- Support with onboarding of new colleagues
- Undertake specific additional responsibilities, as may be agreed upon with their Supervisor
- Integrate gender equality and other inclusion considerations in all volunteer mobilization activities.
QUALIFICATIONS & COMPETENCIES
Education: College diploma in business administration, human resources, or a related field.
Experience & Competencies:
- A minimum of 2 years of experience in administrative support
- Experience in coordinating logistics and writing communications
- Knowledge of information technologies and databases
- Strong organizational skills and attention to detail
- Strong verbal and written communication skills
- Strong interpersonal and customer service skills
- Strong intercultural communication skills
- Team player
- Enthusiastic, committed to learning, and willing to innovate and adapt
- Demonstrated commitment to the principles of gender equality and international volunteer cooperation
- Experience as an international volunteer or working in global development is an asset
- Available to work the occasional weekend
Languages: Bilingual English/French (fluency essential)
WHY WORK WITH WUSC?
Join Us. Our work is important, cutting-edge, and rewarding. We encourage curiosity, innovation, and flexibility.
WUSC offers a dynamic international work environment with a diverse intercultural workforce. We offer employees exciting opportunities to apply their skills and gain experience all while making a difference in the lives of youth around the world. Employees at WUSC work hard to create lasting change in education, economic opportunities and empowerment.
Here’s some of what you can expect working with us in Canada:
- 35-hour workweek, ability to work flexible hours
- Remote-friendly workplace, with free access to our Ottawa office
- 4 weeks annual leave, plus the week between Christmas and New Year
- Paid sick days (10) and special leave days (5)
- Extensive health and dental coverage for you and your dependents, 100% covered by us
- Group RRSP contributions, from day 1
- 300$ reimbursement for home office equipment
- Parental leave top-up
- Being part of a friendly, caring and enthusiastic team!
WUSC’s activities seek to balance inequities and create sustainable development around the globe; the work ethic of our staff, volunteers, representatives and partners shall correspond to the values and mission of the organization. WUSC promotes responsibility, respect, honesty, and professional excellence and we will not tolerate harassment, coercion, sexual exploitation or abuse of any form. Successful applicants will be required to undertake an enhanced criminal record check where appropriate.
WUSC is an equal opportunity employer. We welcome and encourage applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process.
Only those candidates selected for an interview will be contacted. No telephone calls please.
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