Human Resources and Financial Officer

(Maternity leave replacement – 15 to 16-month term contract)

About the Office of the Administrator
The Ship-source Oil Pollution Fund (SOPF) compensates victims of oil pollution from ship-source and celebrates its 30th birthday in 2019.

The Fund for Railway Accidents Involving Designated Goods (FRAIDG) will compensate victims of rail accidents involving crude oil, should damages exceed the railway’s limits of liability. It will reach its third year of existence in 2019.

Both Funds share the same premises as well as a number of their human resources. Their common office is in downtown Ottawa and hosts a staff of some 20 persons from various backgrounds, (finance, law, marine expertise, communications, information management, and administration).

The Office of the Administrator is outside of the federal public service and its employees and consultants are not covered by the collective bargaining agreements of the federal government. Furthermore, the employees are not covered by the pension and benefits regime provided to federal public service employees.

More information on the Funds can be found on their websites and in their annual reports:

Job description
The Administrator of the Fund is looking to fill the position of the Human Resources and Financial Officer during a one-year maternity leave. The new hire would start working with the existing employee about 3 months before the maternity leave starts and would help her transition back for about one month after the maternity leave is over.

Based in the Ottawa Office, and for a full-time term contract of fifteen to sixteen months, the Human Resources and Financial Officer will:

Human resources (employees and external contractors)

Establish/maintain employee and contract worker records; ensures that employee changes are entered correctly and made on a timely basis; review changes for proper authorization and adherence to SOPF policy including compliance with federal and provincial regulations; validate and approve hours for any contract worker;
Work in close cooperation with the third-party private companies engaged to take care of all payroll and track and advise third party company of payroll deductions to be submitted to CRA (i.e. Income Tax, CPP, EI plus SOPF’s expense portion of payroll source deductions for CPP and EI) as well as employee deductions and SOPF and FRAIDG employer expense portions for the group benefit plan;
Administer payments to Manulife Financial and the WSIB (Workplace Safety and Insurance Board), through Transport Canada (TC) Accounting Services, to arrange for the payment of these expenses by a transfer of funds;
Update the Employee Handbook and onboard all new recruits on all Employee Handbook matters;
Because of the small size operation, oversee other activities such as SOPF’s security system and procedures, including office access for staff and contractors; and action various reports generated by the system; assist in accommodating new employees/consultants with equipment and other necessities, etc.

Finances and Accounting

Provide accounting services in cooperation with Transport Canada Accounting Services (i.e. enter all purchases, payments, deposits and transfers etc.); prepare requisitions with appropriate coding for the Administrator or Deputy Administrator’s signature that accompany all invoices being sent to Transport Canada Accounting Services for payment; and reconcile monthly and year-end reports to ensure financial statements comply and are in agreement with SOPF and FRAIDG auditors;
Provide the daily interface with vendors (registration of new vendors through Transport Canada Accounting Services; an updated listing of SOPF and FRAIDG vendors; vendors for banking/direct deposit information, etc).
Maintain SOPF’s and the FRAIDG financial management system (Sage and BMS); update financial information received from Transport Canada Accounting Services to the system(s); and validate that appropriate coding of expenditures has been used and entered;
Prepare quarterly proactive disclosure of travel and hospitality expenses for the Administrator and Deputy Administrator for posting on the SOPF and on the FRAIDG websites;
Analyze financial information to produce finance reports and forecasts for the Funds;
Assist the Administrator or Deputy Administrator with the annual financial audits and perform other administrative activities as assigned by the Administrator or Deputy Administrator (e.g. inventory of assets, financial reporting, telephone inventory, information to support expenditures), and keep proper maintenance and recordkeeping of all accounting, financial and human resource files;

General administration

Handle the administrative steps necessary for Canada to provide the required information and the annual financial contribution to the International Oil Pollutions Funds;
Draft routine and more elaborate correspondence for signature by the Administrator or Deputy Administrator;
Organize and maintain the SOPF/FRAIDG filing system related to HR and finance in conjunction with the Information Management, in accordance with the Records and Information Management System.

Profile
Candidates should, minimally:

Be enrolled in undergraduate program (commerce, finance or business administration program);
Be a Canadian citizen, a permanent resident, or have refugee status;
Have an excellent level of proficiency in English or in French (orally and in writing) and at least a CCB level in the other official language;
Have experience working within the field of human resources with a comprehensive knowledge of pay and benefits;
Have experience of tracking and processing payments of invoices and contracts for services;
Have recent and significant experience in processing transactions, such as accounts payables and/or accounts receivables, in a financial application;
Have experience in analyzing, controlling and reporting expenditures, including the analysis of commitments and expenditures against forecasts and the identification of variances;
Have experience using a Financial Management System;
Have experience in an accounting software such as simple accounting, sage, etc.;
Have experience in processing, validating and transmitting company’s payroll;
Have experience in data analysis using advanced excel functionality such as filters, etc.;
Have experience in writing policies and procedures;
Have sound knowledge of MS-Office Suite (Word, Excel, Outlook, PowerPoint and database management systems;
Be fast learner, logical and organized, have the ability to work with minimum supervision, and function well as part of a team;
Have a “Reliability Status” (in terms of security clearance) or be able to obtain it, when hired.

Compensation
The salary range for this position is from $67,000 to 72,000 for a 35-hour/week, depending on the experience. Please note that the employees of the Funds do not belong to the federal public service and are therefore not entitled to the benefits available to federal public servants. However, as a private employer, the Office of the Administrator provides its own benefit package to its employees.

Additional information

There will be no relocation assistance provided
Only candidates selected for interviews will be contacted

How to apply
Candidates should send their CV and a cover letter to the attention of info@sopf.gc.ca. Questions on the position should be directed, in writing, to info@sopf.gc.ca.

Deadline for submission: February 4, 2019