ALLOCATIONS & OPERATIONS COORDINATOR

Application Deadline: 
Friday, March 12, 2021 - 11:30pm
Job terms: 
Full-time contract

Summary

The Coordinator will take the lead on program administration, as well as the tracking, reporting and managing of allocation spaces (the # of refugees that can be sponsored by each Sponsorship Agreement Holder).

Description

** This position is subject to funding **
Location: Currently remote (work from home). Future location to be confirmed. The SAH Association is a national organization (excluding Quebec). We welcome applications from applicants across Canada.
Employer: The Canadian Refugee Sponsorship Agreement Holders Association (SAH Association)
Starting Date: 2021/04/01
Duration of Contract: Until March 31, 2022 with the possibility of extension.
Remuneration: $35/hour (35 – 37.5 hours/week). Benefits will be provided after the successful completion of a 3-month probationary period.

BACKGROUND

The Canadian Refugee Sponsorship Agreement Holders Association (SAH Association) is a national membership association of approximately 130 Sponsorship Agreement Holders (SAHs) across Canada (excluding Quebec). The mission of the SAH Association is to be a collective voice for SAHs in promoting and enabling Canada’s Private Sponsorship of Refugees (PSR) program [including the Blended Visa Office-Referred (BVOR) program], whether among its members’ own constituencies, the Canadian public, national and international organizations, or the government of Canada and its provinces and territories.

The SAH Council acts as the SAH Association's elected governance body in strengthening the PSR program. The SAH Navigation Unit is the SAH Association’s support office.

The SAH Navigation Unit is instrumental in:

  • Bringing the collective voice and experience of the SAH Association to Immigration, Refugees and Citizenship Canada (IRCC);
  • Disseminating information to the SAH Association; and
  • Designing solutions with the SAH Council and IRCC to address policy and operational challenges in the PSR program.

Every year, IRCC gives each SAH an allocation (or number) of spaces that they can use to sponsor refugees. The SAH Navigation Unit maintains a database of all SAHs, the number of spaces each has been allocated, and the number of spaces each SAH has used as the year progresses. The SAH Navigation Unit also maintains and distributes spaces from a reserve pool, including returned spaces, for distribution to other SAHs. 

The SAH Navigation Unit is currently seeking an organized and detail-oriented Allocations & Operations Coordinator to join our team.

DUTIES & RESPONSIBILITIES

Aligned with the vision, mission and values of the SAH Association, the Allocations & Operations Coordinator will take the lead on the allocations of SAHs and program administration. The Coordinator will:

  • Manage the allocations database;
  • Manage the reserve pool and correspond with SAHs about reserve pool access;
  • Receive reports from IRCC and send out individual reports to each SAH;
  • Work with IRCC to resolve errors when required;
  • Frequently communicate with SAHs about allocations (ie. reminders, new information);
  • Answer questions from SAHs about allocations;
  • Provide regular updates on allocation usage to the SAH Council and SAH Navigation Unit’s Senior Program Manager;
  • Participate in the Allocations Working Group with IRCC and the SAH Council;
  • Provide input to IRCC on allocation distribution and the methodology used for calculating allocation distribution;
  • Monitor and track questions and concerns related to allocations;
  • Identify trends in questions/concerns and report them to the Senior Program Manager;
  • Correspond with the SAH Council and IRCC when needed to resolve allocations-related concerns;
  • Create and conduct presentations about allocations to the SAH Association;
  • Train new SAH representatives on allocations upon request (in conjunction with the Refugee Sponsorship Training Program, RSTP);
  • Prepare for and take minutes of NGO-Government Committee meetings (including assisting with agenda-setting, writing first draft of minutes – including minutes of full-day meetings, amending minutes after IRCC review);
  • Perform administrative duties to support the SAH Council and SAH Navigation Unit (including scheduling meetings, setting agendas, taking minutes, updating shared folders);
  • Lead the organizing of the logistics of the SAH Council’s Annual Planning Meeting;
  • Lead the planning of the SAH Annual Meeting for approximately 130 SAHs;
  • Maintain and update SAH Association documents and other business as required (e.g., bylaw, resolutions);
  • Assist the Senior Program Manager with training of new SAH Council members;
  • Provide support to Communications & Outreach Coordinator and Senior Program Manager during SAH Association webinars and meetings;
  • Lead or participate in designated SAH Council committees (including agenda-setting, scheduling meetings, facilitating meetings);
  • Assist with the SAH Association’s strategic planning;
  • Lead the SAH Association’s tracking, reporting and oversight of strategic goal implementation;
  • Manage all SAH Association memberships, including the annual renewal process;
  • Assist the Senior Program Manager with financial management, administration and development;
  • Assist the Senior Program Manager with fundraising upon request;
  • Conduct research as required;
  • Conduct other activities as assigned.

REQUIRED QUALIFICATIONS

Education

  • University degree in Business Administration, Management, Accounting or related discipline; professional accounting designation; or equivalent combination of education and experience.
Language Requirements
  • Excellent English written and verbal communication abilities are essential.  French language abilities are a strong asset.

Experience

  • Minimum five years of experience in a relevant field;
  • Extensive knowledge of the Private Sponsorship of Refugees program;
  • Demonstrated experience tracking (or gathering) and analyzing quantitative data;
  • Demonstrated experience creating presentations including charts, graphs, and other visual tools that convey quantitative data;
  • Experience maintaining meticulous records;
  • Demonstrated ability to communicate (orally and in writing) in a clear, concise and accessible manner;
  • Demonstrated experience performing administrative duties, especially taking precise and accurate minutes;
  • Experience in conference planning; 
  • Demonstrated experience with financial management and administration;
  • Demonstrated fundraising experience;
  • Demonstrated and significant experience liaising with a wide range of stakeholders, ideally including government employees (public servants);
  • Demonstrated ability to work effectively in a fast-paced environment with short deadlines;
  • Demonstrated ability to work both independently and as part of a team with minimal supervision;
  • A high level of comfort with and knowledge of various technological platforms is required for this position. Specifically, the successful candidate must be able to:
    • quickly learn how to use the Allocations database;
    • learn how to manage and renew memberships on WordPress and CiviCRM;
    • run large meetings on Zoom (including breakout rooms, providing tech support to participants, etc.);
    • share and edit documents via Google Drive;
    • create and maintain Microsoft Excel spreadsheets (for quantitative data). 
  • Experience in an outward facing, client-centred role;
  • Experience working with a board of directors is an asset;
  • Experience participating in a strategic planning process is an asset;
  • Experience in organizing and managing annual meetings is an asset.

Competencies

The ideal candidate will be approachable and client-centred, and will possess the following competencies:

  • exceptional organizational abilities;
  • Solid mathematical abilities;
  • ability to think strategically;
  • strong problem-solving skills;
  • detail-oriented;
  • high level of tact;
  • cultural sensitivity and competency;
  • flexibility/openness to change;
  • willingness and ability to take initiative;
  • alignment with the SAH Association’s values and ethical standards (including integrity, dignity and respect);
  • understanding of systems of oppression and a commitment to equity, inclusion, accessibility and principles of anti-oppression;
  • refugee-centred approach to their work.

ADDITIONAL INFORMATION

  • A current, clear criminal record check, including vulnerable populations check, is required for this position
  • The SAH Association is an equal opportunity employer. We are committed to upholding principles of anti-oppression, equity, diversity, and inclusion.
  • Persons with lived experience as refugees or migrants are strongly encouraged to apply.
  • This is a limited-term position until March 31, 2022. Continuation is dependent on funding and performance.
  • Some travel in Canada is required (when it is possible to do so).
  • Occasional work outside of regular office hours, including evenings and weekends, will be required.

How To Apply

Interested candidates are required to send their cover letter and resume in one PDF document to Nadine Nasir, Senior Program Manager at: nnasir@sahnavigationunit.ca, quoting “Allocations & Operations Coordinator” in the subject line.

The Hiring Committee will not be accepting any calls or email inquiries regarding this job posting.