Position: Director, Finance

Location: Office-based in Barrie, ON

Reports To: Executive Director

Direct Reports: n/a

Position Type: Full-time, permanent

Salary Range: $$75,375 - $80,000

Context

The Ontario Aboriginal HIV/AIDS Strategy (Oahas) is an Indigenous-led organization committed to promoting and supporting healthy, thriving Indigenous communities through providing culturally grounded education and access to harm reduction to reduce the transmission of HIV and other STBBIs in our communities. Oahas operates based on the principles of Greater Involvement of People living with HIV/AIDS (GIPA), Meaningful Engagement of People living with HIV/AIDS (MEPA), “nothing about us without us”, Indigenous harm reduction, and respect for our cultural knowledges and teachings. These foundational principles guide all aspects of our relationships and work.

Summary

We are looking for an experienced finance professional to lead and manage all aspects of accounting and bookkeeping for the organization, including the various program finances, preparing and presenting financial reports and reconciling transactions, and leading administrative compliance responsibilities, including all required reporting to municipal, provincial or federal regulatory bodies, and annual audit procedures. The Director, Finance is instrumental in advancing the development, implementation, and evaluation of Oahas's finance and financial administration activities. They will work closely with the Senior Management Team under the direction of the Executive Director.

The ideal candidate is a professional, dependable and enthusiastic individual with a passion for finance and numbers, a strong desire to serve and learn, and a heart for community service.

A detailed Job Description with specific accountabilities is provided.

Organizational Values

Oahas' organizational values are Autonomy and self-determination, Accessibility, Innovation, Justice, Connection, Accountability, Hope and Advocacy. Based on our organizational values, we have developed agency wide accountability behaviours that are shared with all Oahas staff and used as part of our performance evaluation tools. These include engaging in the work using direct communication, kindness, generosity of spirit and respect.

In addition to these organizational values and staff accountability behaviours, the Director, Finance is expected to uphold the following values and embody them in practice:

• Efficiency
• Accuracy
• Organization
• Structure
• Consistency
• Strategy
• Collaboration

Specific Accountabilities

Strategic Leadership

• Promotes and demonstrates, through example and consistent behaviour, the vision, mission, and values of the organization
• Builds financial literacy and financial planning capacity across the organization to improve collective stewardship of programming and services that are intended to best serve community

Financial Services

• Responsible for the integrity and accuracy of the agency's accounting transactions and records. Responsible for full cycle accounting – including day-to-day bookkeeping and month-end accrual and reconciliation,
  • i.e. recording and posting transactions and journal entries such as accounts payable, donations and grants utilization, payroll processing, bank account monitoring and reconciliation, and cash management and forecasting
• Maintains general account, program accounts and other required ledgers
• Summarizes financial health status and generate accurate monthly financial reports or statements, including variance analysis report for regular Senior Management Team meetings
  • Provide proactive, real-time analysis of the organization's financial health on a consistent and regular schedule, at minimum with mid-year and year-end recommendations, and including major financial commitments
  • Oversee monthly forecasting processes and coordinate with the Management Team to manage any projected over/underspend
• Leads completion of all program and service-related financial reports, prepare financial reports for Executive Director's approval for grants
• Assists with stewardship efforts of the organization and substantiate financial transactions as necessary

Financial Administration

Payroll Administration

• Ensures completion of bi-weekly payroll process and lead budget management of staff allocations and coding, in collaboration with the Director, People & Culture, supported by the Director, Programs & Services
• Maintains financial reports and tools, as required by the Executive Director or the board, including payroll administration and digital cheque tracking/recording
• Presents quarterly salary projections

Banking Administration

• Oversees the administration of Oahas banking activities, including monitoring cash flows and updating payments in QuickBooks and issue payment requests, updating any relevant reporting tools based on daily transactions and as required to inform efficient operations and cash management across the organization
• Liaises with the bank to update official signatories and fulfill banking requirements
• Leads responsibility for credit card reconciliation and administration

Adherence to external regulatory bodies – Regulatory oversight

• Ensures, through the contracted work of professional service providers, e.g. Pivotal, legal counsel, other technical advisors, etc., compliance with municipal, provincial, and federal legislation as it relates to all agency operations
• Applies expert knowledge of non-profit sector financial standards to ensure all financial practices follow Ontario non-profit legislation and regulations, provincial/federal obligations of charitable organizations, and Generally Accepted Accounting Principles (GAAP)
• Ensures/establishes that internal controls for compliance are functioning properly and efficiently, make corrections as required
• Ensures timely completion/payment of all corporate taxes/remittances, including GST/HST remittances and CRA reporting for charitable organizations
• Works with Director, Operations & Administration to ensure facilities and fleet insurance and legal agreements are prepared properly and completely
• As administrative lead for annual audit, lead support to third party auditing firms to prepare for annual financial audit process. Lead communications between auditing firm and Board Treasurer. Facilitate any audit requests from funders, donors or partners
• Ensures that financial reporting for program and service-related project grants, budget submissions/revisions, foundation solicitations, and other reporting duties are completed and submitted in a timely manner, in collaboration with the Senior Management Team
• Ensures all corporate reporting and remittances are submitted/filed annually and as required

Planning, Development, Research and Evaluation

• Through provision of professional advice and learning tools, support cross-training in financial planning activities, including budgeting, forecasting, etc., building financial capacity across the organization
• Develops effective, user-friendly and easily accessible tools, including spreadsheets, check lists or other reports to communicate financial information across the organization
• Leads co-development of the annual operational budget by the Senior Management Team
• Prepares, in collaboration with Director, Operations & Administration and Director, Programs & Services, program and service-related budget submissions and funding proposals for grants, solicitations, and program expansions under the direction of the Executive Director
• Performs risk assessment tests/analysis to inform sound fiscal planning using user-friendly tools to communicate key information
• Develops and maintains site-specific financial tools to better enable site-by-site expense forecasting, amendments, and expenditures
• Leads finance and financial management training for the Management Team, as required
• With the Executive Director, oversee, develop, document and implement continuous improvements to finance and accounting including the transition to digital accounting systems
• Provides management of the financial software and other integrated data storage and payment systems
• Recommends and develops procedures or protocols to ensure the appropriate day-to-day management of Oahas finances and resources
• for improving financial processes and systems and controls
• Contributes to the development and implementation of operational continuity and pandemic planning
• Supports exploration of appropriate funding streams that are available to implement strategic and operational plans, and work in collaboration with the Senior Management Team to diversify revenue streams
• Contributes to the conceptualization and design of new and innovative programming through sound financial and resource analysis and recommendations
• Shares planning for, and implementation of annual organization-wide capacity building and brings forward creative skills-building opportunities, with input and support from the Senior Management Team, and as gathered from staff feedback

Board Governance

• Provides Board with timely and accurate information and analysis to inform policy/governance decision-making
• Oversees and ensures the development of financial procedures that adhere to Board approved policies
• Ensures Board and operational reporting and records management protocols are in order and updated regularly
• Supports Board/Officers by ensuring organizational regulatory requirements are met
• Supports the Finance Committee by ensuring that monthly financial statements are up to date, provide analysis and recommendation as required for Finance Committee action and Board approvals

Qualifications & Skills

Required Qualifications

• Minimum of 5 years of financial management experience, preferably of which at least 3 years have been with a non-profit and or charitable organization, and with an Indigenous-led organization or service provider
• Experience in mentoring and on-the-job and financial literacy coaching and training to management and front-line staff, towards strengthening organizational financial capacity
• Demonstrated ability to create and maintain sound financial tools and practices, aligned with GAAP and all applicable legislation and regulations
• Proven experience in leading project-based finance operations in fast-paced environments
• Experience working with multi-year, government contracts and with multiple donors
• Ability to take initiative, to organize effectively and prepare key deliverables on time with often competing deadlines and priorities
• Excellent ability to forge relationships at all levels and work across multiple project teams
• Understanding of best practices for long-term financial planning aligned with Oahas values

Preferred Qualifications

• Diploma/degree in a relevant field, including Finance, Accounting, Tax Accounting, Management, and Business Administration
• Knowledge and experience in the administration of Indigenous programs, especially in Northern Ontario
• Experience successfully supporting projects remotely with flexibility and ad
• Competency and understanding of Indigenous cultures and ways, teachings and history. Ideally, you are someone along on their personal journey

Required Skills

• General bookkeeping services, accounts receivable and payable
• Entrepreneurial skills
• Advanced skills in Microsoft Excel, financial and project management
• Management systems (QuickBooks, Payweb, Dext and Plooto), Microsoft Office (Teams/Outlook), ADP
• Evidence-based decision-making
• Strong written and verbal communication skills in English
• Openness and self-awareness
• Strong analytical thinking & reasoning
• Attention to detail

Oahas is committed to equitable representation and access. We strive to build an inclusive workforce that reflects the rich diversity of the communities in which we live. To this end, we strongly encourage applications from Indigenous people, and people with living/lived experience with drug use, sex work, homelessness, street involvement; those living/diagnosed with HIV or HCV; members of 2SLGBTQ+ communities, and persons with (dis)abilities.