Position Summary

Reporting to the executive director, the finance and administration coordinator will play a central role in maintaining the Sentinel Project’s core financial functions. Working closely with the leadership team, international staff members, and local partners, this role includes bookkeeping, payroll administration, donor reporting, supporting compliance with legal and regulatory requirements, and audit coordination as well as some other administrative tasks as required. This is a hands-on, flexible role in a small but growing organization which is well suited to a professional committed to building a strong financial system.

SP offers flexible working arrangements in a largely remote environment with occasional in-person meetings. This is a part-time, time-limited contract position that is currently expected to end on 28 February 2027. Compensation will be $35.00 CAD per hour for a maximum of 15 hours per week with the potential to occasionally work more hours depending upon organizational needs and staff availability.

The finance and administration coordinator will have the following responsibilities.

Grant management

• Managing project budgets using expenditure trackers

• Monitoring project expenditures against approved budgets

• Coordinating with program staff to ensure timely and compliant expense documentation

• Ensuring that costs comply with funder eligibility rules (e.g. cost categories, per diems, overhead caps)

• Tracking foreign exchange transactions and exchange gains and losses

• Maintaining accurate financial records by collecting, organizing, and filing all receipts, invoices, and supporting documentation required for regular donor financial reporting, the organization’s annual audit, and any project-related audits

Donor reporting

• Preparing financial reports, including providing supporting documentation and variance explanations, and coordinating financial inputs for narrative donor reports with other team members

• Supporting financial reporting to other institutional donors when necessary

• Responding to funder queries and compliance reviews

Audits and risk management

• Supporting responses to external financial audits and funder spot checks

• Supporting the implementation and maintenance of basic internal controls appropriate to a small organization

• Ensuring segregation of duties where possible in a small-team environment

• Flagging compliance risks or documentation gaps to management

• Liaising with external accountants and auditors when required

Administrative support

• Supporting procurement processes in line with internal policies and funder requirements

• Providing basic financial guidance to non-finance staff and partners

• Assisting with improving financial systems and processes as the organization grows

• Supporting the development of finance-related policies

Financial record-keeping

• Maintaining accurate accounting records in accordance with:

  • Canadian Accounting Standards for Not-for-Profit Organizations (ASNPO)
  • Canada Revenue Agency (CRA) requirements for registered charities

• Maintaining organized financial records (ledgers, bank statements, etc.) suitable for external reviews including annual audits and project audits

• Perform regular bank and foreign currency reconciliations

• Monitoring organizational cash flow

• Supporting payments to international partners, staff members (including payroll and expense reimbursements), vendors, and other entities

Financial planning

• Assisting with project and organizational budgeting aligned to funding proposals

• Supporting the development of budgets for funding applications

• Preparing cash flow projections based on funder payment schedules

• Providing basic financial analysis to support decision making

Qualifications and experience

• Post-secondary education in accounting, finance, or a related field

• 3+ years of experience in non-profit or grant-funded financial administration (charitable sector experience strongly preferred), including specific experience overseeing grants and donations

• Interest in conflict prevention and conflict early warning

• Proficiency with accounting tools and methodologies

• Experience using Google Apps, especially Google Drive / Docs

• Ability to manage workflows using customer relationship management (CRM) systems, databases, spreadsheets, task management tools, and other similar technologies

• Strong knowledge of CRA requirements for registered charities

• Experience working with institutional donors (experience with Global Affairs Canada and other government donors is a strong asset)

• Familiarity with Canadian payroll requirements

• Ability to work independently with minimal direct oversight

• Strong attention to detail and organizational skills

• Comfortable working independently in a small team environment

• Strong communication skills and ability to explain financial concepts to non-finance colleagues

• Proactive approach to completing work, including the identification, communication, and resolution of problems

• Based in Toronto or the Greater Toronto Area

Why work with us?

• You will serve an important cause by contributing to an organization with an innovative approach to addressing the problem of mass atrocities.

• SP provides all team members with an opportunity to engage in meaningful work with real-world impact.

• You will work and learn within a diverse team of dedicated, interesting people with a variety of roles and backgrounds.

• We strive to offer a collaborative and supportive small team environment.

How to Apply

Please submit your resume and a brief cover letter outlining your relevant experience to joinus@thesentinelproject.org by 29 May 2026.