Receptionist Administrative Assistant

Internal/External Posting Notice

Title:                                             Receptionist Administrative Assistant

Department:                                 Finance & Operations

Status:                                          Full-time, unionized

Location:                                      Ottawa, ON

Immediate Supervisor:               Director, Finance & Operations

Salary:                                          $51,636.73 - $67,950.39

Level:                                            Band 1

Applications for this position will be reviewed on an ongoing basis until a successful candidate is selected.

Oxfam Canada is an affiliate of the international Oxfam Confederation networked in over 90 countries as part of a global movement for change. Our mission is to build lasting solutions to poverty and injustice with a focus on improving the lives and promoting the rights of women and girls. We work directly with communities, partners and women's rights organizations to challenge the systems that perpetuate inequality and keep people poor. Together we seek to influence those in power to ensure that women trapped in poverty have a say in the critical decisions that affect them, their families and entire communities. That’s why we believe that ending global poverty begins with women’s rights.

Oxfam Canada offers a generous compensation and benefits program. Our comprehensive employee benefits package includes robust Health and wellness benefits, flexible workplace, 4 weeks vacation, but more than that, we offer the opportunity to be a part of our global movement for change. If you advocate for gender equality, are passionate about women’s rights, and share our values of Empowerment, Accountability, Inclusiveness – we want you on our team!

S****COPE OF POSITION:

As the first point of contact and voice of the national office, the Receptionist & Administrative Assistant will enthusiastically extend a positive and helpful image to Oxfam Canada’s staff, tenants, supporters, and guests responding to queries in either official language, in a professional and courteous manner. They will be the first point of contact for building administration and maintenance, supply and office equipment queries and will provide general administrative support to the Finance and Operations department.

MAJOR RESPONSIBILITIES**:** (This is not an exhaustive list of duties to be performed)

Reception

• Primary point of contact for visitors and guests in either official language, maintains visitor logbook and issues visitor pass when required, determines nature of business, and notifies appropriate personnel;
• Knowledgeably responds to general inquiries or redirects to appropriate staff person;
• Responsible for managing main reception phone system, including responding to multiple lines, redirecting calls, monitoring and updating the associated voicemail;
• Responds, when appropriate, to questions about the organization and provides callers with relevant public information related to the organization;
• Maintains and distributes the staff telephone directory including cell numbers;
• First point of contact for any mail and courier services including processing deliveries and pickups;
• Distributes incoming mail/deliveries and general email to the appropriate recipients. Receives and processes outgoing mail, in accordance with PCI Compliance Standards;
• Reconciles the monthly Courier invoices;
• Maintains and replenishes the postage machine fund

Tenant Relations:

• Receives on-site queries from tenants regarding property management issues and responds where possible or refers to the supervisor for more complex matters;

• Generates quarterly invoices to tenants for shared amenities and equipment;

• Informs Director, Finance & Operations of any unresolved tenant issues.

General Administration:

• Assists the Director, Finance & Operations with projects, administrative and clerical duties as required;

• Provides general support to the Finance & Operations department and additional administrative support to other departments as directed by the supervisor;

• Maintains data and files for department projects and contracts;

• Oversees the booking of meeting spaces within the building, ensuring proper setup and cleanliness, and provides support as needed;

• First point of contact for issues with office equipment and building; maintenance; informs the Director, Finance & Operations of unresolved issues;

• First point of contact for security access, including issuing, updating and deleting individual accounts;

• Ensures adequate office and kitchen supplies, monitors inventory, anticipates requirements, places order and confirms receipt;

• Prepares and codes invoices related to equipment, utilities and maintenance;

• Prepares monthly usage logs for mobile phones, photocopier, postage machine or other equipment;

• Administers corporate credit card accounts, taxi and other travel accounts, and points program accounts including preparing reconciliation statements;

• Maintains procedure manual, calendar and reminders to ensure consistent building routine maintenance;

• Schedules building maintenance appointments;

• Maintains Oxfam Canada travel calendar;

• Takes part in staff orientation with a focus on office services, building information, operating office equipment and various administration as related to their role;

• Provides relevant policies and procedures to staff as needed;

• Supports the continued maintenance of the Operational Manual and any other instructions/information as related to the role;

• Orders Insurance certificates as required;

• Drafts memos or other correspondence as requested, and communicates to staff and tenants as needed;

• Other general office administrative tasks or office duties, as required.

REQUIRED KNOWLEDGE, EXPERIENCE & COMPETENCIES:

• College Diploma in Business Administration, or equivalent experience;
• 2-3 years administrative experience in an office environment;
• Commitment to global justice, women’s rights, gender equality and social change;
• Fluency in English and French, excellent verbal communication skills;
• Oral Spanish is a strong asset;
• Experience working in a fundraising environment is an asset;
• Experience with property management, dealing with suppliers, an asset;
• Positive and congenial attitude and excellent office and telephone manner;
• Excellent attention to details, customer service and organizational skills;
• Able to work independently, as well as effectively in a team setting;
• Adaptable, flexible, able to deal with a wide range of conflicting needs;
• Knowledge of administrative practices and procedures including proficiency with word processing, spreadsheet, database, email, and the internet;
• Basic bookkeeping skills an asset;
• Willingness to sign and abide by the Oxfam Code of Conduct.

In addition to competitive pay, we offer:

• 35-hour workweek and the ability to work flexible hours
• A hybrid workplace where staff can work from home and the Ottawa office
• 4 weeks paid vacation per year, plus paid office closure between Christmas and New Year
• Extensive health, dental and wellness coverage for you and your dependents
• Paid sick days, and additional time off for personal and care responsibilities
• Pension plan contributions
• Caring, compassionate and supportive work environment that recognizes that work is one of the many responsibilities we have to prioritize in our lives
• Regular opportunities for all staff across Canada to meet – in person and virtually – to learn, connect and grow as a team!

** MUST be eligible to work in Canada **

If you don’t see yourself reflected in every job requirement listed in the posting above, we still encourage you to apply.

Oxfam Canada is committed to diversity and equity around the globe and in our workplace. All our work is led by three core values: Empowerment, Accountability, Inclusiveness. We welcome applications from: women, Aboriginal persons, persons with disabilities, ethnic minorities, persons of minority sexual orientation or gender identity, visible minorities, and others who may contribute to diversification and share our values. If you are invited to continue the selection process, please notify us as soon as possible of any particular adaptive measures you might require. Applicants are encouraged to share accessibility needs in the application process, and every attempt will be made to accommodate them.

Important Note: All offers of employment are conditional upon signing our strict code of conduct, subject to satisfactory references and may be subject to appropriate screening checks. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for Oxfam Canada.

For additional career opportunities within Oxfam Canada, please visit oxfam.ca/employment-oppportunities. Please note that we are not able to offer internships or overseas volunteer placements.

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We thank all those who apply, however, only those selected for an interview will be contacted.