Title: Program CoordinatorEmployee Working Location: Partially Virtual / Hybrid (Canada)Employment Status: Temporary Full-time (3 months)The Canadian Red Cross (CRC) – an inspirational not for profit organization, helps people and communities in Canada and around the world in times of need and supports them in strengthening their resilience. As a Canada’s Best Employers 2024, we are committed to having an accessible, diverse, inclusive, and barrier-free work environment.In this role you will provide administrative support to emergency response events by processing purchase requisitions, reconciling invoices, and ensuring financial accuracy including supporting documentation. The role will focus on validation of charges and transactions to ensure accuracy, identify and flag discrepancies, match receipts to transactions, and utilizing trackers and back up documents for comparison. In this role you will collaborate with various departments and/or response functions (including Logistics, Procurement, EM Operations) to ensure appropriate review and approvals are completed for all required documentation. This role is situated in the emergency response administration hub and is a surge support to our emergency operations. This team works across service lines and support services to ensure adherence to administrative processes and standards.In this role, you will:Create Purchase Requisitions upon request. Ensuring accuracy in financial dimensions and inclusion of necessary back up documentation (quotes, agreements, approval emails, tracker information). Updating response trackers as needed.Follow established reconciliation processes to prepare accounts payable invoices for review, approval, and payment processing.Data entry of invoice information into summary Excel templates, ensuring summary templates match invoices and/or statements.Validate charges/transactions on invoices for accuracy, identify and flag discrepancies, match receipts to transactions, utilizing trackers and back up documents for comparison.Gather required back up documentation.Follow up with vendors on billing discrepancies.Collaborate with various departments and/or response functions (including Logistics, Procurement, EM Operations)Organize, file, and track all related backup in shared mailboxes and SharePoint.Submit prepared/reconciled invoices for review and approval to EM Operations.Receive on Purchase Orders for approved invoices, and submit to National Payments Centre for payment processing.What we are looking for:Qualifications include a minimum of 3 years' experience and a 1-2 year post-secondary certification/diploma and/or an equivalent combination of education and experience.Proficiency in Microsoft Office applications (Word, Outlook, Excel, PowerPoint) and SharePoint is required.Ability to manage program schedules and timelines; prioritize tasks, track progress, and meet deadlines.Ability to identify and resolve issues, by applying standard procedures and functional or organizational knowledge.Communication skills, diplomacy and empathy to interpret information and deliver advice, clarify client or stakeholder needs, offer solutions, and resolve escalations in new or somewhat sensitive situations.Ability to demonstrate compassion, empathy and understanding for individuals with differing cognitive and physical abilities.Ability to adapt to changes in the business environment or client requirements.Working Conditions:As we work with and support people (managers, colleagues, beneficiaries/customers, volunteers, donors and external partners) and communities in Canada and around the world, applicants whose first language is not English may be required to perform the responsibilities of the role in English.Eligibility to work in Canada: At this time, we welcome applications from candidates eligible to work in Canada. If you are not a citizen or permanent resident of Canada, we encourage you to carefully review your visa to find out whether you are eligible to work in the job you are considering applying for. Refer to our FAQ for more information.If you are selected for this role, you will be required to complete a successful pre-employment screening process which includes a satisfactory Enhanced Police Information Check (E-PIC).
