Regional Operations Coordinator, Canada Region, SmartWood Program

Title:               Regional Operations Coordinator, Canada Region, SmartWood Program – Sustainable Forestry Division

Reports to:     Regional Manager, Canada Region, SmartWood Program – Sustainable Forestry Division

Location:         Ottawa-Gatineau region, Canada

The Rainforest Alliance (RA) is an international nonprofit organization that works to conserve biodiversity and ensure sustainable livelihoods by transforming land-use practices, business practices and consumer behavior. Based in New York City, with offices throughout the United States and worldwide, the Rainforest Alliance works with people whose livelihoods depend on the land, helping them transform the way they grow food, harvest wood and host travelers.

SmartWood (SW) is a program of the Rainforest Alliance created in 1989; it is the oldest global forestry certification program and has been accredited by the internationally recognized Forest Stewardship Council (FSC). SmartWood's mission is to promote the implementation of sustainable forestry worldwide. To accomplish this, SmartWood provides forest management and chain of custody certification services. Chain-of-Custody (CoC) certification verifies the flow of certified forest products through the supply chain, from the forest to the point of sale, assuring consumers and forest product companies that the wood they buy comes from certified forests.

 

Position Summary:

Under the Regional Manager’s supervision, the Regional Operations Coordinator will be responsible for providing effective support for RA activities in Canada by managing the accounting, human resources and administrative functions of all in-country activities. S/he will provide training, guidance and supervision for administrative tasks. S/he will ensure compliance with local and organization-wide procedures.  S/he will communicate frequently with the New York headquarters, with the Regional Manager, and with task managers.

 

Responsibilities:

Finance and accounting:

·         Develop annual budget for Canada region in coordination with Canada Regional Manager and Finance-NY;

·         Manage regional accounting function including  monthly field office accounting reports and cash flow projections submitted to NY headquarters;

·         Provide bookkeeping support to include recording and reporting of Canada region’s operational expenses, maintenance of expense database, bank transactions, tracking, consultant payments to consultants, and updating checkbook records;

·         Coordinate with local external accountants, tax experts and auditors as needed and in consultation with Canada Regional Manager and NY headquarters;

·         Oversee admin support staff in ensuring prompt payment of fees by clients;

Human Resources:

·         Provide human resources support including recruitments, new hire orientations, personnel record management, timesheet tracking, benefits administration, processing of contracts, oversee and administer payroll processing by payroll agency, tax filing and other related activities;

·         In coordination with HR-New York, create employee handbook;

·         Coordinate with Canada Regional Manager and NY office on matters related to labor law and regulations;

General office administration:

·         Coordinate legal and fiscal requirements in consultation with Canada Regional Manager  and NY headquarters;

·         Coordinate with NY office on insurance coverage and manage process of obtaining requisite local insurances as applicable;

·         Oversee logistics in support for annual Canada staff meetings, trainings and other events and visits by RA staff from other regions, partners or supporters;

·         Maintain and distribute office policies and office guidelines and provide all country program and administrative staff with training on procedures;

·         Maintain inventory of office equipment and furniture;

·         Provide support with software installations and computer/IT troubleshooting and coordinate maintenance for network hardware, software, and telecommunications services;

Certification services:

·         Oversee client contracting process to include preparation of certification agreements and facilitation of legal negotiations between clients and RA legal team as required;

·         Support the Regional Manager and other staff regarding travel arrangements, hiring consultants, and other logistical coordination;

·         Administer SmartWood (SW) certification paperwork and procedures by receiving, processing and distributing forms, letters and official correspondence to region’s staff and clients; and

·         Other duties as assigned.

 

Qualifications:

·         Bachelors degree required, preferably in economics, business management, or related field;

·         Minimum of 3-5 years of office administration experience;

·         Human resources, bookkeeping, and payroll administration experience;

·         Background or interest in environmental conservation preferred;

·         Bilingual French/English, with strong written and verbal communication skills in both languages;

·         Knowledge of Canadian forest sector a plus;

·         Strong organizational skills;

·         Must have project management skills, with ability to juggle multiple projects simultaneously while adhering to deadlines;

·         Ability to be flexible in a changing and fast-growing environment;

·         Must have excellent computer skills (Microsoft Office and Internet) and comfort working with database programs; and

·         Ability to work within a team structure as well as independently, be creative, take initiative, be attentive to detail and possess excellent interpersonal communication skills.

 

Compensation: 

Commensurate with experience.

 

To apply:

Send resume, cover letter and salary history to Human Resources, Rainforest Alliance,  665 Broadway, Suite 500, New York, NY 10012; Fax: 212-677-2187; E-mail: Personnel@ra.org. If emailing, use the following format in the subject line: first name and last name, job title of position you are applying for.

 

The Rainforest Alliance is an equal opportunity employer.