Position Summary

Seabird Island is committed to fostering sustainable growth and development within the community. We are dedicated to creating a culturally safe and inclusive environment that respects and values First Nations knowledge, traditions, and ways of being. We are seeking a Finance Administrator to join our team, working collaboratively to create and manage strategic contracts and procurement efforts that benefit our organization and community.

Under the direction of the Director of Finance and Administration, the Finance Administrator provides contract management and writing, and request for proposal writing to ensure that all agreements align with Seabird Island Bands values and goals. This role involves drafting, reviewing, and managing contracts and RFPs to support departments across the organization, ensuring compliance with all regulations and policies. The Finance Administrator will also communicate clearly with stakeholders and provide support by answering contract-related inquiries, prioritizing and ensuring that all deadlines are met, as well as assisting financial analysts as required. The Finance Administrator serves as liaison between various groups and works closely with stakeholders, purchasing, finance, IT, HR, and other departments.

What You'll Do

Request for Proposal (RPF) Writing

• Researching bid requirements and laws related to the bid process.
  
• Develop, write, and edit high-quality RFP responses for public sector opportunities, including RFPs written by other collaborators.
  
• Ensuring RPFs follow brand style and tone guidelines and meet mandatory requirements, incorporating any necessary feedback from proposal review sessions.
  
• Analyze RFP requirements and coordinate with internal teams to gather necessary information.
• Manage the entire RFP lifecycle, from initial review to final submission.
• Ensure all proposals comply with government regulations and client specifications.
  
• Develop and maintain a library of reusable proposal content and best practices.
  
• Monitor and report on proposal success rates and identify areas for improvement.
  
• As needed conduct post-submission analysis and participate in debriefing sessions.
  

Contract Writing and Management

• Develop and coordinate contract agreements, including drafting contracts, seeking pre-approval, sending contracts for signature, and any necessary additional documents for signature.
  
• Serve as the primary point of contact for contract-related inquiries, ensuring comprehensive guidance and support to all departments and stakeholders.
• Liaise with other departments to secure information and necessary documents.
  
• Review contract requests and documentation, identifying necessary language to protect Seabird Island Bands interests and determining when contracts require legal, regulatory, or technical accounting review.
  
• Support stakeholders in establishing contract milestones, managing contractor profiles, and assessing performance throughout the contract lifecycle.
  
• Coordinate with the Proposal team for funding expectations and Accounts Receivable for tracking funds.
• Maintain up-to-date records for contract status and ensure completion of each step in the contract lifecycle.
  
• Collaborate with internal teams to control costs, verify materials, and evaluate contractor performance to ensure alignment with project standards and goals.
  
• Ensure all required approvals are secured in accordance with policy guidelines.
  
• Handle issues lists and other contract changes; decide which resources to leverage for issues and approvals needed; assist Sales in interpreting responses and provide guidance.
  
• Revise Contracts or Amendments based on stakeholder or contractor request.
  
• Provide guidance to stakeholders on Contract and order process.
  
• Respond to inquiries from Contract Operations, AR or other departments in relation to Contract set up.
  
• Execute sourcing and contracting activities ethically and efficiently.
  
• Develop and maintain contractor profiles throughout contract life cycle.

Financial Analyst Duties

• Printing financial reports from Accounting Software.
  
• Analyzing and interpreting the Financial and statistical data and reports.
  
• Work closely with Department, Program Managers and funding agencies.
  
• Prepare documentation, reports, summaries, and record management relating to financial analysis.

Other Duties

• Additional responsibilities as needed to support the community and uphold our shared values.

Working / Special Conditions

• Initial and ongoing employment is subject to submission of a clear Criminal Record Review Program Check to ensure the safety and trust of the communities we serve. This check will be conducted every five years.
• Initial and ongoing commitment to the values and guidelines of Sq'wqel (Seabird Island Band), including our policies, procedures, standards of practice, and laws, is essential. This commitment supports our collective work, the community, and the responsibilities of this role.
• Must possess a valid class 5 driver's license and have access to safe and reliable transportation,
  insured for community-based use, to effectively attend events, trainings, workshops, etc. at other
  locations.
  
• Flexibility in working hours may be required, including evenings and weekends, to accommodate the
  needs and schedules of clients and community needs. Employees will be given as much notice as
  possible to any changes in schedule.

What You Bring

Qualifications:

• Bachelors degree in business administration, Contract Management, Legal Studies, Accounting or a related field required preferred.
  
• Minimum of 3-5 years of experience in contract management, procurement, or a related role, preferably within a First Nations organization or public sector.
  
• Excellent communication and relationship-building skills.
  
• Strong understanding of contract law, procurement processes, and regulatory compliance.
  
• Proficiency in contract drafting, review, and negotiation, with attention to detail and risk management practices.
  
• Familiarity with First Nations governance, values, and community-based approaches to service delivery.

Preferred:

• Indigenous candidates are strongly encouraged to apply.
• Lived experience as a member of a First Nations community.
• Knowledge and understanding of Seabird Islands culture, traditions, teachings, community dynamics.
• Ability to respond quickly and professionally to community or colleague needs and inquiries.
• Excellent writing, editing, and verbal communication skills.
  

Cultural Competency:

• Deep understanding of Indigenous cultures, traditions, and contemporary issues.
• Experience working within Indigenous communities and applying culturally safe practices.
• Understanding of intergenerational trauma and its impacts on Indigenous peoples and communities.

How to Apply

• Have a question about this role before you apply? [email protected].
• Interested candidates are invited to submit their resume and a cover letter sharing how your experience aligns with this role.

Pre-Employment Screening

Seabird Island is an equal opportunity employer and is committed to creating a diverse and inclusive workplace. We are committed to fostering diversity, equity, and inclusion. We recognize and value the unique perspectives, experiences, and contributions that Indigenous people bring to our team. We actively encourage applications from Indigenous people. Pursuant to S. 41 of the BC Human Rights Code, preference may be given to applicants of First Nations, Mtis, or Inuit heritage. We are interested in every qualified candidate who is eligible to work in Canada; however, we are not able to sponsor visas.

Employment is conditional upon completing pre-employment screening to ensure a safe and secure work environment in which students, staff, members, families, community, as well as resources, and assets are protected. All background checks, reference checks and criminal record checks are performed in accordance with Seabird Island Human Resources Policy Manual, protecting the integrity and confidentiality of information gathered during the evaluation.

We thank you for your interest. Only those selected for an interview will be contacted.