REPOST: Human Resources and Office Admin Assistant

at  Asia Pacific Foundation of Canada

REPOST - PREVIOUS APPLICANTS NEED NOT APPLY

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.

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

HR Support and General Administration:

• Assist with recruitment processes, scheduling interviews, and coordinate onboarding schedule for new staff
• 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