Job description: Administrator, Durable Solutions for Refugees Team
Web Publication Date: 1/15/2024
Number of Positions: 1
Job Location: Canada
English Description:

POSITION TITLE

Administrator, Durable Solutions for Refugees Team

Bilingual position – requires a working knowledge of both official languages (French and English). To qualify, you must be able to speak, read, and write in your second official language at the intermediate level.

POSITION LOCATION

Hybrid – work from home and our Ottawa Office

Candidates must be legally allowed to work in Canada

CONTRACT TERM

Indeterminate, full-time permanent

SALARY LEVEL

PRO 1 (CAD 50,000-65,000)

APPLICATION DEADLINE

January 31, 2024 (noon ET)

EXPECTED START DATE

As soon as possible

We are looking for a responsible Administrator to organize our Unit’s day-to-day operations. Your job will provide administrative support to our Team and coordinate all daily administrative activities

BACKGROUND

World University Service of Canada (WUSC) is a leading Canadian international development organization focusing on three programmatic areas: Economic Opportunities, Education, and Empowerment. Our vision is a better world for all young people. It is a more inclusive, equitable, and sustainable world in which all young people, especially women and refugees, are empowered to secure a good quality of life for themselves, their families, and their communities.

WUSC currently works in over 25 countries across Africa, Asia, the Middle East, and Latin America, with an annual budget of approximately CAD $50 million. We have 90 people in our Ottawa office, and over 200 people overseas implementing 16 development projects in collaboration with donors such as Global Affairs Canada (GAC), the UK Foreign Commonwealth and Development Office (FCDO) and the Mastercard Foundation. Globally, we partner with a network of higher education institutions, civil society organizations, private sector partners, professionals, students, volunteers, faculty and community leaders that work with us to achieve our mission.

WUSC is a leading organization in the development of complementary pathways for refugees through education and employment opportunities. Active on more than 90 university, college, and CEGEP campuses, WUSC is the leading Canadian NGO working with students, faculty and college and university leaders on issues of international engagement and forced migration. Since the 1940s, campus-based WUSC Local Committees have been raising awareness about global development issues, and have sponsored student refugees to resettle in Canada and pursue their higher education through the Student Refugee Program (SRP).

SCOPE

Reporting to the Managers of Overseas Programming and Canadian Programming, the Administrator will organize, coordinate and plan administrative and operational facets of our complementary pathway programs.

RESPONSIBILITIES

To provide administrative support to the Durable Solutions Team, to support the development of the Campus Engagement and the Student Refugee Program, as well as other programs and related activities:

ADMINISTRATION

• Develop, implement and maintain administrative and communication tools for the Durable Solutions for Refugees, Campus Engagement and SRP Team
• Prepare electronic files for send-out to large audiences using mail-merge technology
• Facilitate translation of materials and documents
• Provides assistance on a variety support program areas, such as handling courier, shipping, training, events, procurement, facilities, and travel management
• Coordinate the WUSC campus network to participate in the WUSC Annual General Assembly
• Support the maintenance of the Google Sites for Local Committees and SRP students
• Establish work priorities; ensure deadlines are met and procedures are followed
• Serve as a lead of small projects as needed

PROGRAM SUPPORT

• Coordinate the development of systems, processes and tools for improved SRP student and Local Committee management
• Assist with the preparation of contracts for vendors and consultants
• Coordinate the development, production and distribution of promotional and communications products
• Maintain accurate records in the stakeholder database
• Coordinate the administration of Canadian immigration form processes for sponsored refugees and sponsoring groups
• Respond to general internal and external inquiries about programs and projects
• Maintain and update electronic program files and records, including archived materials

TRAINING AND ONGOING SUPPORT TO LOCAL COMMITTEES

• Monitor external training resources that can be made available to Local Committees or adapted to the Local Committee context
• Collaborate with Team to design and develop training content, tools and resources that can be accessed asynchronously
• Deliver training sessions to Local Committees in collaboration with team members as required
• Monitor Local Committees to ensure they meet the financial and social support requirement of the SRP
• Support Local Committee reporting into the WUSC Salesforce database
• Organize logistics for events

FINANCIAL SUPPORT

• Prepare finance requisitions and manage bill payments
• Process fundraising and financial contribution campaigns received by sponsoring groups
• Support, monitor, and process requests for funds by Local Committees
• Prepare requisitions for advance requests and expense reports for overseas partners and staff members

Perform other duties as required

QUALIFICATIONS AND COMPETENCIES

EDUCATION

Diploma, Bachelor’s Degree preferred, or equivalent combination of education, training in a related field (administration, HR, social sciences, refugee studies, international development, public relations, communications, etc.)

EXPERIENCE

• Sound track record in administration, HR, communication or similar role
• Experience in a fundraising capacity, donors’ relations or communications in a not-for-profit organization is an asset
• Experience in organizing events and facilitating training sessions (in person and virtually)
• Experience in project management is an advantage
• Experience working with immigrant communities is an asset

COMPETENCIES

• Organized, self-starter, detail-oriented and thrive in a high-paced work environment by balancing competing demands and workload to meet strict deadlines in busy periods
• Able to work independently and collaboratively in a team in an hybrid work environment
• Knowledge of office procedures, billing and financial processes and good understanding of various teaching methodologies and tools
• Demonstrated ability to provide excellent customer service; proactive and create a positive experience for others and the ability to work collaboratively with diverse groups of people
• Familiarity with sensitivity to issues affecting immigrant and refugee communities in Canada; knowledge of the Canadian immigration processes for refugees is an asset
• Proficient in Google Workspace or Microsoft Office, database management, online survey tools, and graphics presentations
• Curious, enthusiastic and willing to innovate
• Flexibility to work some evenings/weekends and occasionally travel within Canada, as required

Language Proficiency: Strong verbal and written communication skills in English and French (bilingual requirement: please include your language skills / proficiency level in English and French in your Resume)

WHY WORK WITH WUSC?

Join Us. Our work is important, cutting-edge, and fast-paced. We encourage curiosity, innovation, and flexibility. And we provide a phenomenal learning experience.

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.

The WUSC office is in centrally located Hintonburg in Ottawa. Currently WUSC team members are working either remotely or in a hybrid model, depending on the position. WUSC offers flexible working arrangements, competitive benefits, four weeks of annual leave (for full-time employees), safe and healthy working conditions, and fair compensation.

APPLICATIONS

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 newcomers to Canada and people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process.

You are encouraged to apply online by visiting our website at

Closing date for applications: January 31, 2024, noon, ET.

Bilingual requirement: please remember to include your language skills / proficiency level in English and French in your application

While we thank all candidates for their interest, only those selected for an interview will be contacted (no telephone calls please!)

Expected salary: $50000 – 65000 per year

Location: Canada

Job date: Wed, 17 Jan 2024 00:36:57 GMT

Apply for the job now!

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