TheUniversityofBritishColumbia

SimonFraserUniversity

colePolytechniquedeMontral

WithfinancialsupportoftheGovernmentofCanadathroughForeignAffairs,TradeandDevelopment Canada
AveclesoutienfinancierdugouvernementduCanadaparlentremisedeAffairestrangres,CommerceetDveloppementCanada

JOBDESCRIPTION:

FinancialAnalystandHumanResourcesCoordinator(17486)

DEPARTMENT:

NormanB.KeevilInstituteofMiningEngineering

JOBSUMMARY
TheFinancialAnalystandHumanResourcesCoordinator(Coordinator)isresponsibleforprovidingand
planningforfinancialandhumanresourcessupportforanewlyestablished,interdisciplinary,coalition
based,internationalInstitutefocusedonimprovingthecapacityofdevelopingcountrygovernmentsto
optimizethecontributionofmining,oilandgasproductiontosustainableeconomicgrowthandpoverty
reduction.
TheInstituteisfundedthroughafiveyearstartupcontributionfromForeignAffairs,Tradeand
DevelopmentCanada(DFATD,formerlyCIDA)andoperatesacrossthreecoalitionmemberacademic
sites:UniversityofBritishColumbia(UBC),SimonFraserUniversity(SFU),andcolePolytechniquede
Montral(EPM).
ThehumanresourcescomponentoftheInstitutestrategywillreflecttheInstitutevaluesof
engagement,accountability,inclusivityandsensitivitytogenderequalityandindigenouspeoples,and
sustainability.
ORGANIZATIONALSTATUS
ReportstotheFinanceManagerandworkscloselywiththeDirector,InstituteDevelopmentand
Management(Director,IDM).TheCoordinatorhassupervisoryresponsibilityforofficeCUPE2950staff.
Istheinitialpointofcontactonhumanresourcemattersfor28corepersonnelincluding10facultyand
18staff.PersonnelarelocatedacrossthreeacademiccoalitionmembersitesinCanada,withstudents
andcontractpersonnelworkinginCanadaandinternationally.
LiaiseswiththeAdministratoroftheNormanB.KeevilInstituteofMiningEngineeringatUBCandwith
variousuniversityunitsatthreecoalitionmemberacademicinstitutions.
WORKINGCONDITIONS
WorksattheInstitutemainofficeontheUBCPointGreycampus.Positionmayrequirealimitedamount
oflocaltravel.
WORKPERFORMED
FinancialAnalyst

Buildsvarioustemplates,usingshortandlongtermforecastingmodels,tosupportquarterly,
semiannualandannualbudgetingprocessesperDFATDagreementscheduleandInstituteneeds.

Job Description: Financial Analyst, Human Resources Coordinator

Responsibleforaccurateandtimelyreportingandpresentationofquarterly,semiannualand
annualfinancialreportsoftheInstitute.

Responsibleforthepreparationofperiodicandannualfinancialstatements.

Assistswithinternalandexternalauditreviews.

EnsuresabalancebetweentargetbudgetallocationsandbudgetrequirementsfortheInstituteand
itsfourActivityCentres.

Providesfinancialadviceandperformsfinancialanalysisinpreparationforannualworkplansand
internationaldevelopmentprograms/projects.

Analyzesfinancialresultsforaccuracy,investigatingsuspectdataandmakingadjustments.

Supportsquarterly,semiannualandannualbudgetingprocessesperDFATDagreementschedule
andInstituteneeds.

ReconcilesInstituteaccountsandensureseligibilityofexpensesandproperrecordingof
transactions.

Assistsinconductingcontinuousreviewsofcontrolstoensuretheymaximizeefficiencyandsatisfy
allregulatoryandreportingrequirements.

CoordinatestransferagreementrequestswiththeUniversityIndustryLiaisonOffice(UILO)and
coalitionmemberinstitutions,andensuresreportingrequirementsareconsistentwithDFATD
guidelines,UBCandInstitutepolicies.Collaborateswithcoalitionmemberstoensuretheymeetthe
reportingrequirementsanddeadlinesasspecifiedinthetransferagreement.

DevelopsandmanagesinkindmatchingcontributiontrackingsystemandreportingfromUBC,
coalitionmemberandstrategicpartners.Assesseseligibilityofvaluationofinkind,perDFATD
guidelines.Overseesthecollectionofdocumentationcoordinatedbythefinanceand
administrativeclerk.

Oversees,reviewsanddirectstimelyandaccuratetransactionprocessingandproperrecord
handlingcompletedbyCUPEstaff.

Attendsmeetingsandpresentsfinancialupdates,advice,reportsasrequired.

Consultswithmanagementtoidentify,analyzeandresolvefinancialmanagementandreporting
issues.

Performsotherfinancialrelateddutiesasrequired.

HumanResources

ProvideshumanresourcesadvicetoCentreDirectorsandmanagersregardinginterpretationsand
applicationsofthecollective/employeegroupagreementsforUBCstaff.

Supportsthehumanresourceneedsforfieldbasedworkindevelopingcountries,includingstaff
andstudentappointmentsandcontractappointments(studentorother)oversees.Understands
andmonitorstheInstitute'sriskmanagementsysteminrelationtooverseasHRrecruitmentand
monitoring.MakesrecommendationsanddevelopspoliciesinconsultationwithDirector,IDMto
mitigaterisk.

Developspoliciesandproceduresforhumanresourcehiringforfieldbasedstaffindeveloping
countries.

Managesworkschedulesofadministrativestaff.Appraisesandimprovesworkflowprocedures,
supportsstaffutilization,andallocatesresourcesforadministrativestaff.Plansprofessional
developmentandtrainingactivitiesforstaffasneeded.

Job Description: Financial Analyst, Human Resources Coordinator

Overseesallaspectsofthestaffappointmentprocess,processingofofferletters/appointment
forms,etc.

Writesjobdescriptions,coordinatesexternaljobpostings,participatesininterviewswhen
required.

DevelopsagreementsandcontractsforallconsultancyworkinCanadaandabroadandensures
compliancewithprocurementstrategy.

Responsibleforattendance/absencemanagementprograms,ensuringcompliancewithuniversity
policyandcollectiveagreements.Developsandmaintainssystemformonitoring,collectingand
validatingtimesheetsacrossallthreecoalitionsites(staff&faculty)andmultiplestrategicpartner
sites.Monitorstermappointmentsandensurestimelyfeedbacktomanagersregarding
commitmentsforgrantfundedstaff,e.g.workingnoticeentitlements.

MonitorsimplementationofperformancemanagementreviewsacrosstheInstitute;provides
guidancetomanagersinevaluatingworkperformance.

Providesassistancetofacultyrecruitingprocessesandforvisitingfaculty.Overseesprocessingof
facultyappointments(includingresearchassociate,adjunctandhonorary)incollaborationwith
departmentalandUBCFacultyRelationsstaff.

CreatesandimplementsasystemofsalaryadministrationmanagementforInstitutestaffin
consultationwithFinanceManager.

Responsibleforallaspectsoforientation.

EnsuresregularupdatesaremadetoadministrativeInstitutewebpages,e.g.staff,faculty,
students,etc.

Plans,developsandimplementsappropriateinhouseprogramssuchashealthandsafety,specific
skillbasedtraining.

Otherdutiesasmayberequired.

SUPERVISIONRECEIVED
ReportstotheFinanceManagerandworkscloselywiththeDirector,InstituteDevelopmentand
Management.Worksundergeneralmanagerialdirectioninassignedareasofresponsibility.Workis
reviewedintermsofeffectivenesswithinestablishedpoliciesandguidelines.Interactsand
communicateswithstaffandfacultyacrossthethreecoalitionmembersites,strategicpartners.
Coordinatorisrequiredtoexercisejudgmentandinitiativeindutiesandresponsibilities.
SUPERVISIONGIVEN
ManagesCUPEstaff.Responsibleforhiring,discipline,evaluationandtermination.Maysupervise
students(workstudyorworklearnprograms).
CONSEQUENCESOFERROR/JUDGMENT
EffectivehumanresourcesandfinancecoordinationiscriticalforthesuccessoftheInstitute.Exercises
judgmentinplanningthesequenceofduties,theworkmethodstobeemployedandtheactiontobe
takenonunusualproblems.Decisionsarebaseduponappropriateapplicationandthroughknowledge
ofprocedures,guidelines,regulations,andestablishedprecedents.
ErrorsinjudgmentcouldunderminetheInstitute'sabilitytoachieveitsmandate.Accuratetrackingof
staffandinkindHRtimeacrossthreesitesandstrategicpartnersiscriticaltoshowthecoalitionhas
Job Description: Financial Analyst, Human Resources Coordinator

metitscashandinkindcontributions.Workrequiresdiplomacy,confidentiality,andanunderstanding
ofinterdisciplinaryeducationandresearchprojectsanduniversitygovernance.
TheInstitutehassignificantreputationalbenefitstoUBCanditscoalitionmembers.Mismanagementof
thisportfoliowouldhavesignificantreputationalconsequencesforfacultyandschoolsassociatedwith
theInstituteandtheirabilitytocarryoutthefunctionsrequiredbythisgrantfundedInstitute,and
couldresultinlossoffundingorlossofkeypartnerships.
QUALIFICATIONS
EducationandExperience
Undergraduatedegreeinarelevantdiscipline.Twoyearsofpostsecondaryeducationinfinancial
managementoranequivalentcombinationofeducationandexperience.Experiencewithfinancial
and/orHRtrackingorreportingsystems.Experiencewithresearchprojectreportingcoordinationan
asset.EnrolmentinCMAorCGAprogrampreferred.
Skills

Advancedknowledgeoffinancialaccountingsystemsandhumanresourcesystems(FMS,HRMS,
Excel).

Intermediateknowledgeofothercomputerprogramsandinformationsystem(MicrosoftOffice,
PDFPro,Databases,CMSSystems,etc.).

Effectiveoralandwrittencommunication,presentation,interpersonal,analytical,problemsolving,
andorganizationalskills.

Demonstratedabilitytoassessimplicationofdevelopments,anticipateissuesanddevelop
proactivestrategiestomitigaterisk.

Abilitytoworkbothindependentlyandwithinateamenvironment.

Abilitytoprioritizeandworkeffectivelyunderpressuretomeetdeadlines.

Abilitytomaintainaccuracyandattentiontodetail.

Abilitytoextractcomplexdatatoproducebusiness,statistical,andfinancialreports.Abilityto
communicateandwriteclear,concisebusinessEnglish.

PleaseapplyonlinethroughUBCCareersat:http://www.hr.ubc.ca/careerspostings/staff.php
JobID#17486
Submitacoverletterandresumeby:January27,2014

TheSearchCommitteewouldliketothankallapplicantsfortheirinterestbutwillonlybeabletocontact
thoseinvitedforaninterview.

Job Description: Financial Analyst, Human Resources Coordinator