Administrative and Financial Monitoring Officer

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Administrative and Financial Monitoring Officer

Administrative and Financial Monitoring Agent

Thursday, 11 December, 2025

Status

Temporary full-time position (35 hours/week).

Work location

Montreal, Quebec

Start date

As soon as possible

Length of assignation

To be determined

Reference number

SPI-AAF-12-25

Deadline

Undetermined

To apply

Send a resume and cover letter to: rh.hr@devp.org

We encourage members of employment equity groups to apply.

Only candidates eligible to work in Canada will be considered for this position.

The Organisation

Development and Peace — Caritas Canada is one of the leading Canadian international development NGOs and the official international solidarity organisation of the Canadian Catholic Church. The organisation supports local partners located in several countries of the Global South.

With a network of members across Canada, Development and Peace — Caritas Canada raises the awareness of Canadians about the causes of worldwide poverty and injustice and mobilizes Canadians around actions for change.

Responsabilities

Reporting to the Director of the Department and under the coordination of the Administrative and Budgetary Oversight Officer, the Administrative and Financial Monitoring Officer is responsible for ensuring the administrative and financial monitoring of the International Programs Department’s projects and providing the necessary support for the successful conduct of the Department’s activities.

To this end, in collaboration with the person in charge of administrative and budgetary oversight:

Is responsible for the administrative and financial management of the projects in accordance with established procedures and the specific requirements of the donors, in collaboration with the people in charge of the program, the support unit (UDA) of the international programs department and the local partner organisations.
Ensures compliance as defined by the DPCC’s procedures or those negotiated with institutional donors.
Helps to organise and archive administrative and financial information within the department

Monitoring administrative and financial procedures, in coordination with the person responsible for administrative and budgetary oversight

Implements standards and procedures relating to the department’s administrative and budgetary management.

Opening and administrative monitoring of the program

Coordinates and prepares the project documents for which it is responsible (protocol, terms of payment, budget forecast forms, requests for funds and financial reports) in coordination with the Administrative and Budgetary Oversight Officer and the Program Officer, in accordance with existing procedures.
Prepares payments and payment advices to the local partner and follows up the acknowledgement of receipt forms.

Financial monitoring of projects

Monitors and analyses budgets, expenditure and financial reports.
Ensures control of funds (inflows and outflows) in the partner’s local currency and in Canadian dollars in order to maintain control of balances and exchange rates in accordance with the donor’s requirements.
Ensures that information is received from the accounting software used by the local partner (e.g. general ledger, balance, Excel file, etc.).
For donor projects, prepares and consolidates the financial reports of partners, field expenses and DPCC costs on a single Excel document using the donor’s financial reporting templates.

Compliance

Coordinates the centralisation of accounting documents and the recording of supporting documents using a simple archiving system.
Reviews supporting documents to ensure that expenses are eligible and appropriately coded, in accordance with established procedures.
In close collaboration with the local partner, revises and adapts the local partner’s management manual to take account of any specific features of the donor and the project.
Ensures that the most important tendering and purchasing processes comply with the procedures and policies described.
Checks the compliance of local subcontracts and coordinates the administrative aspects of mobilising ad hoc human resources in Canada.

Information organisation and archiving

Follows the IPD information classification procedures.
Participates in the archiving of IPD documents.

Requirements

Academic background

DEC (Diploma of College Studies) in accounting, office technology (bureautics), administration or the equivalent
Bachelor’s degree in finance, accounting or business administration (an asset)

Languages

Proficiency in French and English, both spoken and written

Software

Proficiency in Microsoft Office 365 suite, in particular Excel (intermediate-advanced level, e.g. cross-tabulation, conditional sum, Vlookup)
Knowledge of a database program

Experience

Three years relevant experience in administrative and financial monitoring
Experience in administrative and financial monitoring and reporting in international cooperation with government donors (an asset)

Specific knowledge

Good knowledge of the financial and compliance procedures and requirements of the main donors (an asset)
Mastery of budget management and administrative and financial monitoring
Accounting knowledge

Communications

Internal communication: Good listening and interpersonal communication skills
External communication: Good communication skills
Good facilitator and communicator in terms of training and local capacity building

Qualities sought

Excellent organizational, planning, and responsibility skills
Methodical, systematic, autonomous, and able to take initiative
Ability to work in a team
Excellent priority management and ability to work under pressure
Availability and flexibility
Thoroughness and concern for the quality of work within prescribed deadlines
Resourcefulness