Summary

The Operations Manager advances EMI Canada’s goals by overseeing the provision of effective services and systems that support the entire organization. These include financial administration and reporting, records management, HR administration, office services and technologies, frontline reception, policy development, and general administrative support for staff and Board of Directors. The role will be a good fit for an organized, proactive individual who will thrive in a small but busy team.

Description

ABOUT THE ROLE:        
The Operations Manager advances EMI Canada’s goals by overseeing the provision of effective services and systems that support the entire organization. These include financial administration and reporting, records management, HR administration, office services and technologies, frontline reception, policy development, and general administrative support for the staff and Board of Directors.
The Operations Manager has a primary role in creating and implementing office systems, managing day-to-day administrative operations, and being a critical point of contact for internal and external inquiries. The Operations Manager will be responsible to oversee other EMI Canada Operations staff, outsourced capacity, or volunteers, as required.
This role may be a good fit for you if your work history demonstrates that you are organized and process-oriented, and will thrive in a small but busy cross-functional team.

DUTIES AND RESPONSIBILITIES:
Financial Administration (40%)

  • Manages receipt and processing of all incoming payments and donations; makes bank deposits
  • Processes payables
  • Acts as primary point of contact for Accountant (outsourced)
  • Gathers monthly payroll data and provides to Accountant
  • Responds to donor inquiries and troubleshoots issues and errors
  • Provides accurate donor tax receipts annually
  • Coordinates annual budgeting process, in concert with management and staff
  • Coordinates monthly internal financial reporting
  • Coordinates annual financial audit, in collaboration with Accountant and Auditor
  • Maintains basic understanding of CRA requirements for charitable organizations
  • Serves as member of Finance Committee

Human Resources (30%)

  • Works closely with Executive Director to coordinate full scope of EMI Canada Human Resources
  • Acts as point of contact for Global HR communications
  • Coordinates and supports recruitment through developing job descriptions and coordinating postings; supporting interview process and vetting of candidates; and supporting onboarding and training of new staff, as required
  • Coordinates and supports offboarding of outgoing staff
  • Coordinates and supports staff retention and development including staff care; year-end reviews; professional development; etc.
  • Manages HR documentation, including creating or editing forms and process documents
  • Researches and stays informed about HR best practices to enable compliance with relevant rules and regulations
  • Develops new HR policy and procedure as required
  • Coordinates staff events such as Christmas celebration and staff retreats/meetings
  • Coordinates and troubleshoots staff timesheets and/or time tracking software

Office Administration (20%)
Reception and Information Management

  • Provides or supervises frontline reception services including phone coverage, greeting visitors, processing mail, and managing organizational email inboxes
  • Maintains physical and digital filing systems
  • Maintains EMI contact database (CRM) and acts as database Superuser
  • Maintains organizational Policy and Procedure manuals

Office Services

  • Manages office operations and procedures, including:
    • Monitoring and procuring office supplies
    • Managing office services contracts (printer lease, office cleaning, etc)
    • Coordinating administration of organizational insurance
    • Liaising with landlord as needed
  • Provides administrative assistance to the Board of Directors as needed

Program Support (5%)

  • Provides financial administration support for all EMI Canada departments
  • Supports recruitment and onboarding of project volunteers and interns/fellows
  • Provides occasional administrative support for development and communications staff
  • Runs database reports and queries as needed; supports and trains staff on use of CRM database

Discipleship and Spiritual Leadership (5%)

  • Participates regularly in EMI Canada staff team discipleship initiatives such as Days of Prayer, retreats, and daily devotion and prayer

QUALIFICATIONS
Knowledge, Skills, and Abilities

  • Proven ability to work well with others and contribute positively in a team environment
  • A self-motivated and pro-active approach to tasks, with ability to work independently
  • Strong attention to detail, with ability to prioritize workload and meet deadlines
  • Excellent communication skills, both written and verbal
  • Tactful and diplomatic, with ability to maintain confidentiality
  • Proficiency with and ability to quickly learn technology including Microsoft Word, Excel, Outlook, and Teams; CRM databases (Civi); accounting software (QuickBooks); and videoconferencing (Zoom, Teams)
  • Demonstrated experience with financial functions including processing receivables and payables; budgeting; and generating financial reports
  • Experience with full range of HR activities including recruitment, onboarding and offboarding, policy development, and records management
  • Ability to communicate effectively with wide variety of internal and external stakeholders
  • Ability to delegate tasks and oversee the work of others

Education and Experience

  • An undergraduate degree in a relevant field is preferred
  • At least 5 years of progressive experience in an administrative, financial, or HR coordinator role, preferably in a charitable setting
  • Training in accounting or bookkeeping is considered an asset
  • Training in HR management is considered an asset
  • Experience supporting and contributing to cross-functional teams is an asset
  • Understanding of or experience with various staff funding models, including a missionary support model, is considered a strong asset

Personal Characteristics

  • An individual with a heart and passion to advance the vision of EMI Canada
  • Agreement with and adherence to EMI Canada’s Statement of Faith and Code of Conduct
  • Willing to undergo a Criminal Record Check before being approved for duty
     

WORKING CONDITIONS
Incumbent will work in the EMI Canada office. Business travel within the city may be required occasionally; and travel outside the city will be rare.
 
ABOUT EMI CANADA
Engineering Ministries International is an international Christian non-profit organization. We partner with frontline ministries to provide accessible, affordable, and contextually appropriate engineering and architecture services, helping them to maximize their capacity and impact. We also train, mobilize, and support design professionals at all career stages as they serve with EMI.

Our mission is to develop people, design structures, and construct facilities which serve communities and the Church.
Our vision is people restored by God and the world restored through design.

The EMI Canada team is highly collaborative and nimble, working together to accomplish organizational goals. We value teamwork, continuous learning and improvement, and open communication.

HOW TO APPLY
Please forward your resume and cover letter to info.canada@emiworld.org, noting Operations Manager in the subject line.

Applications will be accepted until September 23, 2024 or until a suitable candidate is found.

We thank all applicants for their interest. Only those selected for further discussion and/or an interview will be contacted.