Key Responsibilities 

Office & Administrative Coordination 

• Serve as the first point of contact for general inquiries (phone, email, walk-in, social media) 

• Maintain a well-organized and efficient physical and digital filing system

• Assist in scheduling meetings, preparing agendas, and recording minutes

• Manage inventory, office supplies, and vendor communications 

• Provide general support to the Executive Director and team 

Development & Fundraising Support 

• Assist with the coordination and execution of donor campaigns and fundraising events

• Process donations and maintain accurate donor records in CRM/database

• Help draft donor communications, thank-you letters, and impact reports

• Support grant research and assist in preparation of funding applications

• Track fundraising goals and provide administrative support to development strategies 

Volunteer & Event Coordination 

• Assist with recruiting, onboarding, and communicating with volunteers

• Support logistics and planning for fundraising, networking, and community events

• Help with promotion, registration, and post-event follow-up 

Program & Organizational Support 

• Support the coordination of Help Us Help’s ongoing programs in Canada and Ukraine

• Assist with project timelines, deliverables, and reporting 

• Help implement seasonal projects such as the Canada Summer Jobs program 

Team Collaboration

• Participate in team planning, strategy sessions, and cross-functional collaboration

• Be flexible in your role and support organizational needs as they evolve

• Act as a key point of continuity within a small, dedicated team

Qualifications & Experience

Required 

• Post-secondary education in nonprofit management, administration, international development, or related field - or equivalent experience 

• Minimum 2 years of relevant administrative or coordination experience
  Strong verbal and written communication skills in English 

• Proficient in Microsoft Office Suite and Google Workspace 

• Strong organizational and time-management abilities 

• Self-motivated, adaptable, and comfortable with shifting priorities 

• Eligible to work in Canada 

Preferred 

• Ukrainian language proficiency 

• Experience in the nonprofit or charitable sector 

• Familiarity with donor databases and fundraising platforms (e.g., Etapestry)

• Experience supporting grant applications or proposal writing

• Valid passport for occasional domestic and international travel 

• Valid driver’s license 

Who You Are 

• A problem-solver and multi-tasker who thrives in a dynamic, mission-driven environment Someone with a high level of professionalism and integrity 

• A team player willing to pitch in where needed 

• An advocate for equity and vulnerable populations 

• A fast learner who’s always looking for ways to improve processes 

How to Apply 

Please submit the following by September 15, 2025: 

• Cover letter 

• Resume/CV 

• Contact information for three professional references 

Submit to: hr@helpushelp.charity

Responsibilities:

• The successful candidate will report to the Executive Director of Help Us Help, working out of the Help Us Help office in Toronto, Canada.

• Ensure that all operations are carried on in a compliant, cost effective manner, leveraging technology.

• Review operations to ensure that they align with the organization's strategic priorities and provide quality feedback for continuous improvements.

• Assist Executive Director and Board with corporate record keeping and take the lead on tracking and submitting corporate compliance requirements.

• In collaboration with the Executive Director, establish the overall annual action plans, based on the Help Us Help 5-year Business Plan, for programs and services ensuring mechanisms are in place to monitor and evaluate results and provide feedback for continuous improvement.

• Manage budgets and forecasts in coordination with the Treasurer and Executive Director.

• Ensure that budgets reconcile between the Help Us Help office in Canada and agencies in Ukraine, or elsewhere, that receive funding from Help Us Help.

• Responsible for the ongoing implementation and development of an effective donor management system and associated Donor Stewardship and Recognition policy.

• Focal point for audit process and CRA compliance.

• Responsible for period closing, reconciliation, analysis and reporting of accounting transactions and processes.

• Account management and finance administration.

• Vendor and service supplier management.

• Oversees bookkeeping staff and all associated responsibilities to include performance management.

• Contributes to fundraising strategy development and implementation.

• Support the Executive Director in identifying funding opportunities and assist with the submission of funding proposals.

• Take the lead on submissions to funding bodies; support staff team with reports and submissions to program and project funders.

• Prepare and present clear, concise and informative reports for the Executive Director, Board of Directors,

• Committees and other external agencies.

• Collaborate on and support strategic initiatives as directed by the organization, contributing to the achievement of its mission, vision and values.

• Foster robust connections and liaise effectively with the Help Us Help teams in Canada and Ukraine, and a diverse network of partner groups, forging strong relationships to advance our shared goals.

• Shape a culture of continuous learning and growth by planning and delivering ongoing training sessions for our dedicated volunteers.

• Play a key role in securing funding for our existing programs by actively assisting with grant applications and other fundraising activities, amplifying our capacity to make a difference.

• Ensures that the HUH website is appropriately managed and that communications and marketing strategies reflect the organization in a compliant and professional manner.

• Perform other duties as assigned by the Executive Director which are required for Help Us Help to work towards its mission, vision and values.

Qualifications, Skills & Requirements:

• Degree or diploma in Business Administration, Accounting, Information Systems or related experience, CPA preferred

• Minimum of 10 year's previous experience in a senior financial and/or operational management role

• Demonstrated competency with a variety of financial and other business software applications

• Detail oriented with strong analytical and financial skills

• Ability to work independently and as a member of a team

• Proficiency in advanced word processing and spreadsheet applications

• Excellent time management skills and ability to multitask in a fast-paced environment

• Effective in developing and maintaining relationships with a variety of stakeholders

• Experience managing large teams of direct and indirect reports as well as volunteers is an asset

• Strong oral, written and interpersonal communication skills

• Preference will be given to candidates who are fluent in both English and Ukrainian languages (oral, reading, writing)

• Proven successes in communications with multiple stakeholders, including an understanding of the nuances of working with donors in the setting of a charity which heavily relies upon fundraising

• Proactive self-starter with extensive experience and understanding of the non-for-profit sector in both Canada and Ukraine

• Understanding the current climate and evolving needs of children and youth in Ukraine

• Sensitivity to cultural, educational, and professional norms in both Ukraine and Canada

• Demonstrated team player with a highly collaborative and hands-on approach

• Self-motivated with the ability to exhibit agility and embrace change

• Fundraising and grant-writing experience

• High level of ethics, responsibility and professionalism

• Eligible to work in Canada with any employer

• Valid passport or travel documents for domestic and international travel

• Valid Driver’s License

• Willingness and ability to travel, in Canada and internationally, for work-related programs and events from time to time (up to 10%)

• Ability to work in-person, full-time, at the Help Us Help office in Toronto, Canada. Office hours: from Monday to Friday 37.5 hours per week

Application deadline: September 15, 2025

Please submit your CV along with three professional references to: hr@helpushelp.charity