Acquisitions Lead

Position Description: Acquisitions Lead

The Acquisitions Lead provides leadership in policies, plans, and activities involving or affecting acquisitions. The Acquisitions Lead works with the acquisitions team of volunteers.

Duties and responsibilities include but are not limited to:

• Seek out, identify and act on opportunities to acquire books, especially books in areas of greatest need (e.g., French, diversity and inclusiveness, low vision/high contrast);
• Respond to offers of book donations;
• Arrange for pick up/receipt of donated books;
• See that book drop boxes at designated bookstores are monitored and cleared as needed;
• Keep track book donor names, contact information and number of books donated, if available;
• Work with the President to develop relationships and partnerships to assist in acquiring books and promoting Twice Upon a Time;
• Draft MoUs when required with partners who assist with book donation acquisition;
• Develop methods for organising acquired books;
• Organise boxes of books in storage room;
• Examine books received to ensure they conform to selection policies established by the Board and train volunteers to assist with sorting;
• Identify books that have not proved to be interesting to young readers or do not meet Twice Upon a Time book donation guidelines and dispose of them to FOPLA (good condition), a local thrift store or recycling;
• Identify specific titles, series, and publishers that best satisfy the needs of young readers with input from Site Leads and knowledgeable Acquisitions Committee volunteers;
• Order new books as required in identified areas when funds are designated for book purchase;
• Organise and prepare book drives and book donation fundraising initiatives;
• Provide guidance to community members interested in organising book drives for Twice Upon a Time;
• Provide guidance to update donations page on website as required; and
• Provide pictures of book acquisitions to the Communications Lead for social media posts.

Along with the Fundraising Lead, the Acquisitions Lead will:

• Assist with grant applications, as needed; and
• Assist with reviewing and editing grant reports and evaluations, as needed.

Along with the Treasurer, the Acquisitions Lead will:

• Create a plan for anticipated book acquisition expenditures for each fiscal year;
• Keep up to date accounts of all expenditures for book purchases;
• Submit receipts for book purchases in timely manner for reimbursement, ensuring invoices/receipts contain all necessary information for accounting purposes;
• Advise/recommend which campaigns and funds book purchases are to be allocated; and
• Keep track of fund balances.

Qualifications

• Access to a car;
• Be able to lift and carry boxes of books;
• Knowledge of tracking financial expenditures and budget planning an asset; and
• Knowledge of children’s literature and literacy is an asset.

Estimated time commitment: 10-12 hours per month

• Several times a week – monitor emails and respond as needed
• Twice monthly (on average) – consider issues, gather information, communicate with volunteers, Board members, partners or other parties
• Monthly (on average) – participate in book drives, partner events, or other activities
• Monthly – provide a report to the Board on acquisition activities
• Monthly (on average) – pick up, sort and deliver books

Work location: In person

How will this opportunity benefit the volunteer?

The volunteer will demonstrate sound knowledge of book donation partnerships and various methods of book acquisitions, and will develop organizational skills, all while contributing to Twice Upon a Time’s mission of getting books into the hands of Ottawa children and families.

How will the organization benefit?

Twice Upon a Time is a registered charity that is 100% volunteer-run. Our volunteers play an essential role in the achievement of Twice Upon a Time's mission of supporting children's literacy and fostering a love of reading.