POSITION:                 Bilingual Certification Analyst/Administrator

REPORTS TO:             Director Certification & International Relations

GENERAL SCOPE OF POSITION:

Daily administration of the Certification Department

Perform Certification Audits

SPECIFIC RESPONSIBILITIES AND ACCOUNTABILITIES:

Reporting

• Process flow of goods reports from paper and web based data
• Calculate license fees and generate invoices in a Simply accounting environment
• Maintain accurate invoice and cross border reports
• Control and report on the status of missing flow of goods reports
• Train licensees in use of web based system
• Mailing and tracking of non- compliance, reminder and deadline letters 
• Report training for operators

 Support Fairtrade Canada Administration

• Accounts receivable/payable

Audit Planning

• Maintain accurate audit planning spreadsheet including key metrics 
• Contact auditors and operators and prepare audit packages 
• Ensure that all corrective action deadlines are maintained
• Receive and process audit reports and invoices
• Maintain auditor records including contact details, qualifications and training records
• Draft standard letters to operators as required
• Administration of the annual auditor training schedule

 Certification

• Perform Fairtrade certification audits; some travel to the USA may be required
• Administrate certification outcome and decisions
• Perform audit follow-ups with operators
• Assist in ensuring that product composition exceptions granted are maintained
• Quality check product composition decisions
• Prepare weekly certification meeting
• Coordinate annual certificate mailing

 Communications

• Facilitate and expedite the mailing of official certification documents
• Reception duties
• Monitor departmental emails

 Metrics

• Ensure that all key certification metrics and key performance indicators are maintained

 Record Keeping

• Make sure all operator certification updates, non-operator and contacts are entered into CiviCRM 
• Ensure latest versions of policies and information sheets are filed correctly and are uploaded to the Fairtrade Canada webpage
• Ensure that internal documents are translated and updated
• Enter new operators in Lotus/Harmony
• General filing duties

 Quality

• Maintain accurate Certification data in Lotus/Harmony database 
• Perform regular quality checks on audit planning, and Lotus/Harmony database 
• Daily backup duties 

Administration

• Travel arrangements
• Planning and meeting administration

 Other

• Travel and overtime may be required
• Carrying out assignments and instructions of the Executive Director, Director of Finance and Administration and/or Office Manager as required from time to time
• The performance of other duties as assigned and mutually-agreed upon goals

EDUCATION AND EXPERIENCE REQUIREMENTS:

• More than 3 years of experience as an office administrator or equivalent
• Fluent in English, French, oral and written a minimum requirement
• Extensive Simply Accounting experience
• Experience working within the non-profit or commercial sector
• Grade 12 education or equivalent.
• Knowledge of databases including Microsoft Word, Simply Accounting, CiviCRM and Excel
• Knowledge of fair trade, environmental and social issues of international trade, development and conscientious consumption an asset

SPECIAL ATTRIBUTES: 

• Excellent oral and written communications skills
• Excellent presentation skills
• Excellent personal integrity
• Excellent interpersonal and time management skills
• Initiative
• Able to work in a team environment

Fairtrade Canada offers an excellent work environment and competitive benefits package. 

Please submit a covering letter along with your resume via email tohugues.tshibemba@fairtrade.ca by Feb 13, 2013.  No telephone calls please. 

We thank all applicants for their interest.  Only those selected for an interview will be contacted.