Operations Coordinator

Are you a skilled organized and passionate individual looking to make a real difference ADRA Canada a global leader in development and humanitarian response is seeking an Operations Coordinator to help support the vital work we do in Canada! Inspired by our Christian values our unique culture fosters diversity and a workplace that strives to ensure all our employees feel respected and included. At ADRA Canada we offer challenging careers that play an important role in positively impacting the futures of vulnerable families and especially the lives of women and girls all over the world. We offer flexible working arrangements competitive compensation and generous benefits ongoing learning and development opportunities and a supportive and meaningful environment where we work together to achieve our goals. Come and be a part of our highperforming team where together we are working to lift people out of poverty establish hope empower communities and create positive and longlasting change!

The Operations Coordinator plays an important role in supporting the efficient functioning of the National Program Department by facilitating administrative processes coordinating logistics and ensuring compliance with policies and procedures. Embodying ADRAs values of being Connected Courageous and Compassionate this role is responsible for coordinating daily operations supporting program implementation and finances assisting with grant prospecting and acquisition and assisting with volunteer logistics. The Operations Coordinator also facilitates communication between departments liaises with National Program partners/stakeholders and helps maintain data management systems to enhance organizational effectiveness.

Reporting to:National Program Director

Department: National Program

Location: ADRA Canada Headquarters in Newcastle ON Canada.

Employment Type: Fulltime

Travel: N/A

Work Hours: 38 hours per week with a 4day work week option as well as hybrid option 3 days in office and 1 day work from home).

Application Closing Date: March 31 2025

KEY RESPONSIBILITIES

A. Seventhday Adventist Church Relations/Ministry 10 of each workweek)

• Participate in daily worship and prayers. All employees take turns in leading worship for all employees.
• Be prepared to counsel callers (including church members and others) on role of Seventhday Adventist mission and pray with them.
• Encourage partners (including Seventhday Adventist Conferences and congregations in Canada other Canadian and foreign Seventhday Adventist entities and the worldwide ADRA network) in the mission of ADRA and the Seventhday Adventist Church. Educate them as necessary about the ministry role of ADRA Canada as part of the worldwide Seventhday Adventist Church movement consistent with the religious teachings of the Church.
• As requested contribute to corporate publications and represent ADRA Canada and its mission at presentations/speaker appointment requests particularly with ADRA Canadas partners.
• Ensure that all ADRA Canada activities are carried out in accordance with the values and religious beliefs of the ADRA network and the Seventhday Adventist Church.
• As part of the ADRA Canada ministry act in a way that reflects the religious beliefs and practices of the Seventhday Adventist Church both on and off duty.

B. Operations/Technical 90 of each work week)

Annual Conference/Church Project Grants Coordination

• Collaborate with Philanthropy & Marketing and Finance & Shared Service Directors to determine allocation of annual funding for Conferences.
• Receive & review grant requests to ensure projects align with National Program Pillars.
• Maintain/revise national program funding guidelines/templates including reporting and financial templates.
• Provide clear communication and technical support to conferences and churches in filling out project funding forms and reports.
• Prepare project agreements between ADRA Canada and Conferences and liaise with Conferences to help them understand the project agreement and what has been approved.
• In collaboration with the National Program Director and the National Program finance pointperson conduct an orientation meeting for each of the Churches (in regions where there is no ADRA Regional Program Manager) prior to project startup.
• Prepare and submit project payment requests to finance.
• Coordinate monthly progress meetings with Regional Program Manager & Conference Reps.
• Receive and review project progress and final reports.
• Review financial reports and corresponding receipts.
• Maintain all project files ensuring all project documents and backup are filed in a timely manner.
• Maintain project statistics for reporting/presentation purposes.

Finance Management

• In collaboration with the Philanthropy & Marketing and Finance & Shared Services Directors develop the National Program budget.
• Ensure the national program budget tracker is kept up to date.
• Review and approve national program staff expense reports.
• Conduct financial orientations for National Program Conference/Church partners.
• Create project codes in financial software.
• Input journal entries.
• Review & approve payment requests.
• Review project financial reports and reconcile receipts.
• In collaboration with Regional Program Managers develop budgets for special national program fundraising proposals.

Volunteer/Ambassador Program Coordination Support

• Collaborate with Philanthropy & Marketing department to organize speaking engagements and materials to send to Conferences/Church Ambassadors.
• Develop and maintain Ambassador standard operating procedures and manuals.
• Assist inmaintaining database on volunteers and supporting volunteer reporting and training certification.

Special Projects/Fundraising Support

• Conductresearch on national funding prospects as needed and monitor grant and funding trends.
• Review funding proposals from Regional Managers for special projects prior to submission to donor.
• Review reports from Regional Managers for special projects prior to submission to donor.
• Coordinate the exchange of information between donors corporations foundations prospects.
• Coordinates funding application processes

Departmental Administrative Assistance

• Act as the main communication/coordination hub for the national program working collaboratively across departments to support the national fundraising programming and communication strategic plans and initiatives.
• Maintains national department calendars detailed records (databases) and software applications.
• Provides support for the development and maintenance of resources as needed
• Coordinates and works with multimedia specialists to develop and enhance promotion and recognition tools as it relates to the National Program.
• Provides clerical and staff assistance support to the National Program Director.

*Perform other duties as designated by the Director.

EDUCATION EXPERIENCE AND CORE COMPETENCIES

MustHaves:

• Bachelors degree in nonprofit management business administration social science or related field or equivalent level of experience.
• Minimum of 12 years of program experience in a Canadian notforprofit including grant writing and management experience.
• A citizen or permanent resident of Canada or the ability to legally work in Canada by virtue of holding a current valid work permit (if required).
• Skilled in relating and networking Able to establish good relationships with colleagues and partners; and build wide and effective networks.
• Excellent presenting and communication skills Able to speak clearly and fluently in English; and express opinions information and key points of an argument clearly.
• Adept at writing and reporting Able to write clearly succinctly correctly and convincingly in English and in an engaging and expressive manner.
• Strong planning and organizational skills Able to sets clearly defined objectives; and plan activities and projects well in advance and takes account of possible changing circumstances.
• Able to apply specialist and detailed technical expertise on proposal and reporting requirements.
• Proficient in Microsoft Office Suite and online meeting platforms.
• Commitment to programming that respects the human rights of all persons that it services especially the rights of women and girls.

NicetoHaves:

• Certification or experience in project management and project management systems.
• Demonstrated experience in successful grant writing.
• Familiarity with fundraising software and databases.
• Written or oral communication skills in French.

ADRA CANADA DESCRIPTION & PURPOSE STATEMENT
ADRA Canada(the Adventist Development and Relief Agency Canada) is the Canadian relief and development agency of the Seventhday Adventist Church. ADRA Canadas purpose is to serve humanity so all may live as God intended.

ADRA Canada and all its employees are engaged in supporting the vision of the Seventhday Adventist Church in Canada SDACC which is Proclaiming Christ Nurturing Believers and Serving Humanity. The ministry of ADRA Canada is an important part of the Christian mission of the Seventhday Adventist Church and is done in harmony with its religious beliefs and practices.

Therefore being employed by ADRA Canada requires personal commitment to its mission and lifestyle. The holder of this position will reflect in their personal and professional life the Christian values as taught by the Seventhday Adventist Church as referenced in the employment contract. The employee acknowledges and agrees that this position is one of ministry within the Seventhday Adventist Church and that membership in the Seventhday Adventist Church and adherence to the fundamental faith and religious beliefs and practices of the Seventhday Adventist Church is essential to the proper performance of the duties of the position. The employee must conduct him/herself both on and off duty in accordance with the religious beliefs and teachings of the Seventhday Adventist Church in all respects so as not to damage ADRA Canadas reputation or harm the employees ability to fulfil all of the positions obligations. The employee must inform the Chief Executive Officer if they no longer adhere to or maintain belief in the fundamental faith and religious beliefs and practices of the Seventhday Adventist Church.

WHY A CAREER WITH ADRA CANADA

ADRA Canada is one of the leading humanitarian and development organizations in Canada. Our reputation has been built by our amazing and dedicated team of knowledgeable skilled and experienced staff who carry out ADRAs mission each and every day. At ADRA Canada we offer exciting and challenging careers that play an important role in positively impacting the futures of vulnerable families and especially the lives of women and girls all over the world. Inspired by our Christian values ADRA is active in over 130 countries globally delivering justice compassion and love so that all may live as God intended.

ADRA is an equal opportunity employer. We are committed to a inclusive barrierfree recruitment and selection processes including our work environment. We especially welcome applications from women Indigenous peoples and members of racialized communities.

ADRA Canada welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process. Please inform us within your application if you require any accommodations and every effort will be made to meet your needs.

Consistent with our Safeguarding and Protection from Sexual Harassment Exploitation and Abuse Policy the successful candidate must receive clearance by a police background check including a vulnerable sector screen as a condition of employment.

Due to a high volume of applicants only shortlisted candidates will be contacted. If you are chosen to move forward our interview process typically follows this sequence:

• One hour inperson/virtual get to know you interview with a member of the HR team Hiring Manager and sometimes another senior staff member. This interview will evaluate values and culture fit.
• One hour in person/virtual technical interview with a member of the HR team and the Hiring Manager and/or the Department Director.
• Depending on the role in some cases a 30 minute to 2hour technical skills test will be required.
• Reference checks.
• A decision is communicated and an offer is extended subject to criminal background check.

At ADRA we aim to complete the entire process above within six 6 weeks. If at any time we decide to end your candidacy you will be notified of this by a member of our team in writing. We would appreciate it if you extend us that same courtesy.

TERMS AND CONDITIONS

The terms and conditions shall be read in conjunction with theADRA Canada Human Resources Manual(as amended from time to time) the contents of which form part of the employees obligations to ADRA Canada. The obligations of ADRA Canada are as set out in theADRA Canada Human Resources Manualand the applicable employment standards legislation and regulations whichever obligations are greater. The employer will have no other obligations except as expressly set out in a written employment contract.

Performance Review: A Performance Review will typically be conducted after the first three months in the position. All employees will be required to participate in semiannual Performance Reviews.

Job Description Continuous Review:This job description is intended to describe the general nature and level of work being performed by incumbents assigned to this position. It is not intended to be an exhaustive list of all responsibilities duties and skills required. Job descriptions are reviewed on a regular basis and can be modified at any time to meet the needs of ADRA Canada.

Physical Requirements:Must be able to read speak and hear. Must be able to effectively communicate both orally and in writing. Some standing walking bending kneeling carrying of light items etc. are required. Standard work hours as defined by theADRA Canada Human Resources Manual are required.

Working Conditions: Essential responsibilities are performed either in the office or in travelling conditions.

• Within the office the work is primarily in a sedentary and comfortable environment with tasks usually performed under normal office conditions with little or no noticeable discomfort. The work area is well lit and ventilated.
• If travelling (international and/or domestic) there will be difficult conditions and challenging environments particularly to destinations in the developing world.