Human Resources and Office Admin Assistant

APF Canada is an independent not-for-profit organization focused on Canada’s relations with Asia. Our mission is to be Canada’s catalyst for engagement with Asia and Asia’s bridge to Canada. APF Canada is dedicated to strengthening ties between Canada and Asia through its research, education and convening activities as well as building Asia skills and competencies among Canadians, including young Canadians, and improving Canadians’ general understanding of Asia and its growing global influence.

The Asia Pacific Foundation of Canada (APF Canada) is seeking a committed team player with excellent customer service, solid interpersonal skills, and a great attitude Human Resources and Office Administration Assistant in a full-time capacity to join our team. This position will primarily provide essential HR and Office Administration support to the Director, Human Resources and Administration and general administrative support to the Operations and Partnerships division. This role is essential in ensuring the smooth operation of HR and office administration functions. The ideal candidate will be organized, detail-oriented, and proactive, an exceptional communicator, adept at managing complex schedules, and capable of handling sensitive information with the utmost confidentiality.

Major Responsibilities:

HR Support and General Administration:

• Assist with recruitment processes, including job postings, scheduling interviews, and onboarding new employees

• Maintain employee records and ensure they are up-to-date and accurately filed.

• Support the implementation and administration of HR policies and procedures.

• Handle confidential information with discretion

• Manage the petty cash fund

• Ensure an up-to-date employee list for the website, email distribution lists and other productivity tools

• Support the implementation and administration of all Health & Safety programs, initiatives, and policies to ensure compliance with regulatory requirements

• Support the development and design of an HR SharePoint site, accessible by all staff. Maintain the site, include and keep updated all HR policies, procedures, manuals and handbooks on the SharePoint site.

• Provide administrative support to the Operations and Partnerships team in preparing expense reports and travel schedules

Office Administration and Coordination:

• Coordinate and build rapport with Oxford building administration and security teams

• Build good relationships with third-party service providers

• Ensure the office environment is organized and welcoming

• Monitoring of office supplies inventory and placing orders as needed

• Assist with the preparation and distribution of mail, documents and reports

• Assist and support in planning and executing organizational events, and logistics for events, including venue arrangements, and materials preparation, in close coordination with the Events Manager, as needed

• Support virtual event setup and management, as needed

Minimum Qualifications

• Preferably a Bachelor’s degree in Human Resources, Business Administration, or a Diploma in a related field or equivalent experience.

• At least 1-2 years of relevant experience in Human Resources and Office Administration, or project management preferably in a non-profit or think tank environment.

Desired Skills & Qualifications

• Strong understanding of HR best practices and labor laws.

• Proactive and self-motivated, with the ability to work independently and as part of a team.

• Excellent organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and HRIS systems.

• Experience with HRIS software, (experience with BambooHR systems an asset)

• Strong written and verbal communication skills.

• Ability to handle sensitive information with discretion and maintain confidentiality.

• French language fluency, an asset

Eligibility

Applicants must have a legal status, and eligibility to work in Canada upon submission of an application. Applicants should be available to start work no later than September 3, 2024.

The successful applicant will ideally work out of Vancouver, BC, from APF Canada's head office in downtown Vancouver, on a Hybrid Schedule i.e., 2-day onsite and 3-day off-site reporting schedule, Monday to Friday, during regular office hours (PST). Please note that on-site work expectations may change, and is subject to APF Canada’s operational requirements.

Compensation & Benefits

The salary range for this position is $46,000 - $58,000/year. The final job offer will be determined based on relevant experience, level of expertise, and alignment with the APF Canada salary band and internal equity practices. Benefits include medical health package and extended health care, i.e., vision and dental care, paramedical services, telemedicine (Telus Virtual Care), Employee & Family Assistance Program (EFAP), Registered Retirement Savings Plan (RRSP) matching contributions (upon completion of a probationary period), more than mandated vacation and sick leave days, other time off days and paid holidays.

Application Procedures

Applications should include the following documents MERGED in ONE PDF file. An incomplete application will not be considered.

• One-page Cover Letter detailing the applicant's relevant experience, career interests, and goals, and why they are interested in working with the Foundation
• Résumé detailing the applicant's academic background, skills, and professional experiences.
• Name, title, and contact information (email and phone number) for two professional references. References will only be contacted if the applicant is short-listed for the role.

The application deadline is Sunday, July 28, 2024 (at 11:59 p.m./PT).

All applications are reviewed by a human. All qualified applicants will receive consideration for employment regardless of age, ethnicity, gender identity or expression, language, national or Indigenous origin, family or marital status, physical and mental ability, political affiliation, race, religion, sexual orientation or socio-economic status.

Please be sure to add notifications@app.bamboohr.com to your contact list to ensure delivery of all correspondence from us.

Disclaimer

We appreciate the interest of all applicants, but due to the anticipated high volume of applications, we will only be able to reach out to those who best meet the qualifications and requirements for the position. Only shortlisted candidates will be contacted to schedule an interview. Thank you for your understanding.

Submitting your application in response to our job postings is deemed to be consent to the collection, use and necessary disclosure of personal information for recruitment and assessing your suitability for employment. APF Canada respects the privacy of all applicants and the confidentiality of personal information.