The Venezuelan Red Cross (CRV) is a voluntary humanitarian organization that is part of the International Red Cross and Red Crescent Movement. Its commitment is to provide assistance anytime, anywhere, promoting the comprehensive well-being of communities to reduce their vulnerability, based on its Fundamental Principles: Humanity, Neutrality, Impartiality, Independence, Voluntary Service, Unity, and Universality; and its humanitarian values, such as respect for human dignity, solidarity, and non-discrimination, mobilizing its human capital, comprised of its volunteers, with efficiency, integrity, and quality.
If you want to be part of the team and make a difference, we invite you to join us.
How can you make a difference? Key Duties/Responsibilities
The Project Administrative Assistant’s primary responsibility will be to support financial and logistical coordination in the efficient and transparent management of the assigned project, ensuring quality budget and operational execution. This includes monitoring, analyzing, and adhering to procedures, as well as the proper management of financial and human resources, the timely provision of goods and services, and the generation of financial and technical reports that support strategic decision-making, in line with institutional and donor guidelines. Additionally, the Assistant must support the Administration Officer in organizing financial and accounting documents and collaborate with the Logistics Officer in the procurement process, organizing information related to project acquisitions, maintaining communication with suppliers, and ensuring the delivery and inventory registration of goods and supplies specific to project activities.
He/she will be in charge of:
- Support the Administration Officer in the organization and filing of project financial and accounting documents.
- Support the Logistics Officer in the purchasing process by organizing procurement information, maintaining communication with suppliers, and verifying the delivery of goods and services according to specifications.
- Prepare interim financial reports and accountability reports for donors and the National Society’s financial coordination.
- Review, consolidate, and validate expense reports and invoices issued by coordinators and branch staff, ensuring compliance with institutional and donor guidelines.
- Manage and monitor the funds transferred to the branches for project execution, confirming a minimum execution of 80% before requesting new funds.
- Coordinate with purchasing and logistics departments to verify payments to suppliers and ensure proper coding and recording of purchases.
- Monitor the request and execution of payroll payments for national project staff, ensuring their timely and proper completion, including the incorporation of new staff into the payment system.
- Monitor the purchasing plan with the Finance Officer and Logistics Officer, ensuring compliance with established timelines and procedures.
- Ensure timely payment of services and operating expenses for the headquarters, as well as the acquisition of office materials and supplies related to project activities.
- Maintain up-to-date digital and physical documentation related to purchases, inventories, and expense reports, ensuring the traceability of information.
- Request missing documentation from the relevant departments to ensure compliance with administrative and financial processes.
- Coordinate with administrative, financial, logistical, and operational teams to ensure the proper execution of activities and the timely delivery of goods and services.
- Facilitate follow-up meetings with donors, internal teams, and strategic partners for the management and control of funds and procurement.
- Support the monitoring and control of monthly project execution, identifying deviations and proposing corrective measures related to logistical and financial management.
Report
The Project Administrative Assistant will report to the project’s Finance Officer and Logistics Officer.
Travel
You must be available to travel around the country.
Equipment
It is highly desirable that you have sufficient equipment to perform your duties remotely: laptop and/or computer, good Internet connection, among others.
Work location:
Caracas, with the possibility of traveling to other locations in the country where the project is implemented.
To qualify as a builder of the Venezuelan humanitarian system, you must meet the following requirements:
- University degree in Administration, Logistics, or Accounting; other academic qualifications with proven experience in purchasing will also be considered.
- Minimum three (3) years in planning, monitoring and budget analysis of projects, preferably in the humanitarian or development field.
- Proven experience in preparing financial reports for international donors, reconciling balances in multiple currencies, and complying with financial guidelines of international organizations.
- Minimum two (2) years managing payments to suppliers, payrolls and operating expenses.
- Minimum experience of two (2) years working in multidisciplinary teams, collaborating with logistics, purchasing and operations areas.
- Experience in logistics and/or purchasing, including supplier coordination, procurement management, and project-related inventory control.
- Production of narrative and financial reports.
- Excellent writing and communication skills.
- Handling of computer packages (Office, Adobe, etc.).
- Analytical skills and solution orientation.
- Attention to detail and care in the execution of tasks.
- Ability to work in a multicultural team and under pressure.
- Discretion, neutrality and confidentiality.
- Interest in working in a humanitarian and international environment.
Only a shortlist of candidates will be contacted to advance to the next phase of the selection process. Previous direct reports/line managers will be asked to speak before proceeding with interviews.
How to apply
All applicants interested in applying for the position and who meet all or most of the requirements should send their CV to the following email address: postulaciones@cruzrojavenezolana.org
The email title should read:
Project Administrative Assistant (Caracas)
CVs received without the title assigned to the call will be discarded.
Please review the professional requirements to qualify.