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Fairtrade Canada: Office & Team Coordinator

Fairtrade Canada

This is a Full-time position in Ottawa, ON posted February 7, 2021.

Please note: Only applications made following the instructions in the post will be considered, Easy Apply Apply in LinkedIn applicants will not be considered REPORTS TO:Executive Director and Director of Finance & AdministrationCLASSIFICATION:Full time – 35 hours / weekPRIMARY WORK LOCATION:OttawaFor most of 2021 work will be 90% remote, up to 10% in office presence might be necessary.

Post COVID the organization will develop a hybrid of remote and in-office work.

Office currently located at 250 City Centre Ave Ottawa.ORGANIZATION OVERVIEW:Fair Trade is a movement for change that works directly with businesses, consumers and campaigners to make trade fair for farmers and workers in the global South.

The international Fairtrade system is the largest and most recognized ethical certification in the world.

Fairtrade Canada is an independent, non-profit organization that manages the use of the Fairtrade brand on products in Canada, promotes and advocates for fair trade with Canadian businesses and citizens.POSITION OVERVIEW:We seek a dynamic, resourceful and flexible Office & Team Coordinator who can help us create a more productive work environment, while ensuring that our team gets the support they need.The role involves mostly virtual office management responsibilities and overall organizational support tasks.

While we transitioned from a mostly in-office organization to a full-time remote team due to the COVID pandemic, we have decided that we will develop a hybrid of office/home work once the situation permits.

The Office & Team Coordinator will be key in helping us plan for that transition.

We have embarked on a process to modernize our office and administrative work and the Office & Team Coordinator will help push many exciting projects forward: going paperless, becoming carbon neutral, modern home/office hybrid model, etc.This person is an important support function for the whole team and has interactions with everyone.FUNCTIONS:Office supportCoordinate the efficient running of the office, both central and remote:
·Ensure smooth running of telecommunications services; phones (individual and conference lines), internet; provide recommendationsfor improvement to maximize operating efficiency
·Responsible for managing relationships with providers for the above systems as relevant; research, find, compareand contract new providers as necessary
·Managing all subscriptions and SAS providers of the organization; includes but not limited to: AdobeSign, Zoom, Dropbox, Google, etc.
·Coordinate the ordering of supplies such as business cards, office supplies, etc.
·Coordinate off-site storage and liaise with staff members who require to place or retrieve storage boxes.
·Remote office management of tools and equipment provided to staff in their home offices (tracking, logging and replacement of assets)
·Assist Director of Finance & Administration to liaise with office property management, if and as necessary.
·Coordinate all needs for office furniture and potential office improvement projects.
·When working from office resumes for team: responsible for maintaining stocks of kitchen staples and functioning of kitchen (not cleaning)
·Help implement and improve our Sustainable and Ethical Sourcing policy
·In charge of annual carbon emissions calculations and carbon offsets for the office, organization events and staff travel
·Coordinate and plan organization of team & social events Organizational supportProvide support to other organizational functions to optimize our workflow:Manage, filter/forward or respond to generic incoming emails regarding various aspects of the organization.Responsible for mail outs of promotional materials, monitoring requests and orders, Processing incoming and outgoing mailMonitoring and updating inventories of promotional materials, office supplies and other goods as relevantEvent logistics: AGM preparation, support logistics for producer visits, for organizational events or special functions as needed; includes catering, roombooking, venue scouting, etc.Heavy Calendar Management: support colleagues and the Executive Director in the Administration portion of their tasks and in general businessProviding support to Executive Director and Board of Directors: scheduling board and committee meetings, booking venues for meetings, supporting Board and Executive Director as needed with transportation bookings.Team coordination: scheduling of team meetings, minute taking and follow-ups for leadership team meetings as necessary.QUALIFICATIONS:Experience / Skills
·Virtual or in-person office administration/coordination experience – definitely an asset.Experience in similar functions highly valued
·Solid computer skills in Office suite (Excel, Word, etc.)
·Bilingual in French and English
·Experience in database or data entry management a plus
·Must be able to work independently and efficiently, detail oriented, customer service skills.Strong personal values aligned with Fairtrade Canada’s mission of fair terms of trade and empowerment for farmers and workers in the Global South – committed beliefs towards social justice and sustainability.Ready to embrace daily challenges with a smileEducationPost secondary studies in administration or similar field preferred.Professional experience can be taken in lieu of completed studies.CONDITIONSDepending on the experience of the candidate, salary range is: 35 000$ 40 000$In addition, working for Fairtrade Canada has the following benefits:Excellent health benefits package (including medical insurance, dental insurance, coverage for complementary health care, life insurance, etc)A fun team with a positive and healthy organizational cultureA flexible work atmosphere, mindful of work-life balanceA very human Human Resource policy including 3 weeks vacation, up to 12 paid personal leave days per year and the closure of our office between Christmas and New Years Eve.Apply todayA letter of interest and a current CV should be sent to hr@fairtrade.ca.

All applications must be received no later than February 15th 2021.

Please be sure to indicate the job title in your subject title.Fairtrade Canada is committed to being an equitable employer and strongly encourages people from equity-seeking groups to apply.Fairtrade Canada is committed to accommodating applicants with disabilities within our recruitment processes.

Please contact the HR department at hr@fairtrade.ca if you require accommodation.