Operations Manager
ORGANIZATION: Finance Engage Sustain
POSITION: Full-time, Contract
LOCATION: Anywhere in Canada, this is a virtual, work-from-home position
PAY: $53,500 - $59,500, 37.5 hours per week
NUMBER OF POSITIONS: 1
START DATE: As soon as possible.
TERM LENGTH: This position does not have a definite end date
About Finance Engage Sustain (FES)
The Finance Engage Sustain (FES), is a youth-led and youth-serving sustainable development organization and Canadian registered charity. As the final generation that can solve climate change, FES empowers young Canadians to create a more inclusive, fair, prosperous, and sustainable future. FES’ intended impact is to see to it that by 2030, Canada is implementing adaptation and mitigation strategies compatible with a climate-resilient future, through the influence and action of young leaders. To do so, FES deploys three programs:
The Youth Harbour. A youth-for-youth climate support system that provides financial and technical support for youth-led organizations and youth organizers. Mainly, FES pools philanthropic funds, redistributes funds to youth, and provides fiscal sponsorship and administrative support. In addition, FES offers various other support services to youth leaders such as branding support, co-working spaces, and coaching.
Now for Net-Zero. An educational program that provides youth and educators with the necessary tools, connections, and resources to implement net-zero-related activities in their local communities.
Position And Responsibilities
The key responsibilities for this role include resource development, administrative support, and financial coordination. The individual will manage and coordinate internal resources and systems to keep projects on schedule, develop materials, coordinate work for fundraising activities, and manage human resources. They will also manage financial tasks such as bookkeeping and budgeting. The Operations Manager will lead the Partner-led Initiatives at FES, coordinating agreements and payments with partners and funders. Additionally, the role involves maintaining compliance with organizational policies and supporting various administrative duties as assigned.
Key Responsibilities:
Team & Systems Management
Human Resource Management.
Support the Executive Director in the maintenance of HR policies, recruitment, and onboarding, including managing vacation tracking, wellness benefits, and professional development of staff.
Support the Executive Director in identifying and managing organizational risks, establishing and enforcing misconduct policies and consequences, and incorporating and/or filing for tax-exempt status if necessary.
Operations Management.
Provide oversight on FES’ management of systems used across the organization.
Conduct risk analysis to manage risks to the organization.
Internal Communications.
Establish communication norms across the organization.
Policy and Compliance.
Ensure internal policies are up to date; perform periodic reviews of internal organizational policies.
Implement policy compliance across the team.
Financial Coordination
Financial Stewardship. This includes tasks to support the Executive Director related to bookkeeping, accounting, financial planning, budgeting, reporting, taxes, currency exchanges, cashflow stability, banking, audit, data management, payroll, invoicing, and receipting (eg. issuing tax receipts, receipts acknowledging gifts, and payment receipts).
Support the Executive Director in setting organizational and programmatic budgets, tracking and providing variance analysis of budget vs actual, and providing robust financial updates.
Act as the key point of contact for the bookkeepers and auditors.
Keep a clear record of all incoming and outgoing financial transactions using FES’ systems; providing invoices and reimbursements by verifying appropriate documentation.
Act as a liaison with partners to ensure bills are paid on time.
Maintain accounting controls by preparing and recommending policies and procedures, developing financial and security controls as necessary, and ensuring organization-wide compliance.
Partner-Led Initiatives. Manage partner-led initiative agreements, disbursements, and partnerships related to partner-led initiatives. ○ Develop, update, and maintain PLI agreements.
Vet applications for PLI partnerships against the vetting committee’s rubric and alignment with CRA purposes, and support in due diligence review.
Escalate disbursements to the Executive Director when necessary.
Receive and analyze update reports (oral or written) and report to the executive team and FES vetting committee on the progress of projects that FES fiscally sponsors.
Communicate with funders on behalf of partners when necessary.
Ensuring consistent compliance with CRA regulations on behalf of FES, funders and partners in these activities; consistently staying up to date on regulation updates.
Fundraising Support
Fund Collateral Development.
Provide support to the Executive Director with fund development activities as it relates to developing grant proposals, building pitch decks and funding collateral materials.
Lead Research.
Research funding opportunities, and occasionally managing donor relationships.
Act as a point of contact for the fundraising consultant.
Funding Tracking and Reporting.
Track incoming grants and funds from donors; develop receipts and keep records.
Keep record and timeline of annual and interim reports to funders, ensuring reports are submitted on time.
Support the Executive Director in developing and submitting interim and final reports to funders (narrative and financial reports).
● Other administrative duties as assigned by the Executive Director.
Qualifications
Essential Qualifications*:
A post-secondary graduate.
Between the ages of 18 to 30 at the start of the job placement.
Experience (1-2 years) with program coordination and support.
Exceptional skills in leadership, time management, and partnership relations.
Other Qualifications:
Bachelor’s Degree in a related discipline, including but not limited to education, environmental sciences, engineering, and communications. Upper-year undergraduate and master’s students seeking a full-time position are also eligible.
Experience working with Black, Indigenous, and People of Colour communities and stakeholders.
Interest in the funding and granting sector of Canada, and/or the Youth Climate sector.
2-3 years experience in an administrative role with project management (this can be satisfied through work, internship/co-op, volunteer, and extracurricular activities).
Demonstrated interest in relevant domains (ie. sustainability, education, youth engagement and action) is considered an asset.
Proficient with using word processing, database and spreadsheet software (most notably Microsoft Office suite, Google Docs and Excel).
Experience working with Slack and Monday.com, highly preferred.
Skills and Competencies:
Eager to be in a fast-paced, entrepreneurial environment with a high learning curve.
A self-starter able to take initiative on responsibilities with minimal supervision; proven ability to work independently.
Excellent interpersonal skills; demonstrating a positive attitude to work effectively and collaboratively with colleagues in a virtual environment.
Ability to speak, write, and communicate in French is a strong asset.
FES does not discriminate on the basis of race, colour, religion, sex, sexual orientation, gender identity or expression, national origin, disability, veteran status, marital status, or based on an individual’s status in any group or class protected by federal, provincial, or local law. FES encourages applications from equity-deserving groups, minorities, womxn, and all other qualified applicants.
How to Apply
To apply for this position, please send a copy of your resume and cover letter (PDF) to admin@FESplanet.org with your name and the job title as the subject.