Administrative-Financial Assistant At Roots of Peace

Organizational Background:

Roots of Peace (ROP) is a humanitarian organization that has worked in war-torn countries around the world with our partners to remove the remnants of war, landmines and unexploded ordinance, and restore the land in order to rebuild peaceful communities for generations to come. Our proven methodology is rooted in a philosophy of providing market-driven solutions tailored to farming communities of war-torn lands, serving as a catalyst for industry-wide development. By improving farm techniques, addressing supply chain gaps, and supporting local exporters in reaching high-value markets, Roots of Peace improves livelihoods and contributes to building peace in war-torn lands. We work with farmers and local communities to remove the remnants of war, then identify the agricultural challenges hindering the ability of client beneficiaries to achieve maximum income potential. This may involve introducing grape farmers to trellising, which more than doubles output, or replacing low-value cereal crops with high-value fruits and nuts. We also train farmers in the latest agricultural techniques and provide machinery grants so that exporters can transition to high-volume processing. We make sure exporters have the tools and training to meet the demands of discerning overseas markets, then link them with buyers in those markets, thereby generating greater revenue for exporters and the farmers they serve. By repairing gaps in the agricultural value chain, we help our clients achieve greater economic independence, a fundamental requirement for peace.

Position Description:

This position provides support for tasks in financial and administrative areas. It is the key position to ensure the proper functioning of the office, through the timely management of services, payments, supplies, preparation of expense reports and tasks related to compliance with finance, accounting responsibilities and accountability to government entities. This position also collaborates in supporting processes for Home Office in the United States.

Essential Job Functions:

• Carry out processes of purchase and payment of services, goods, and supplies to ensure the proper functioning of Guatemala Office in accordance with the ROP/Donor policies and procedures.
• Conduct quotation processes that support the purchase of services, goods, and supplies for the Guatemala Office.
• Prepare the monthly expense report for the Guatemala Office and gather all supporting documentation ensuring that meets the requirements of the Tax Administration Office (SAT) and Roots of Peace regulations, to be timely presented to the Accounting Office in Guatemala and Finance Office in HO.
• Manage the petty cash fund of the Guatemala Office and projects, completing all supporting documentation; perform periodic petty cash counts, and when it is necessary request a refund to complete 100% of the available funds.
• Review and payment of travel expense reports, ensuring that all documentation required for payment is included in the report.
• Prepare bank reconciliation of Roots of Peace accounts in Guatemala.
• Carry out the procedures to ensure that the contracted services that require monthly payments, such as lease contracts, accounting services, legal services, etc. are backed by a legal contract that clearly confirms the agreement by both parties.
• Prepare and submit donation receipts in the SAT virtual agency for the funds received in the account in quetzales and deliver together with their supporting documentation to the accounting office to be included in the accounting books.
• Prepare and submit Report of Donations and/or Financing from an external source to a non-profit organization (NGO) for the funds received in the US dollar account and deliver it together with its supporting documentation to the Ministry of Foreign Affairs (MINEX).
• When necessary, make calculations and fill out forms for timely payment of taxes, or labor contributions to the Guatemalan Social Security Institute (IGSS).
• Support the Administrative Area in fulfilling the labor responsibilities of Roots of Peace in Guatemala, such as presentation of paperwork when there is a requirement from the Labor Inspectorate of the Ministry of Labor, or the IGSS.
• Support the onboarding tasks for new ROP personnel to provide basic information (manuals, policies, forms, etc.) that help facilitate their incorporation into the institution.
• Support the finance and administration areas when required for bank procedures, filling out forms and others that are assigned.
• Support Guatemala Office and ROP Home Office as is necessary in various capacities.

Minimum Requirements

• Intermediate level degree (Diversified Secondary in Accounting or Business Administration), preferably with closed University studies in Business Administration or related field.
• Two years of work experience, preferably in international cooperation institutions and/or non-profit organizations that manage USAID funds.
• Fluent written and spoken English and Spanish.

We encourage everyone interested in participating in this process to apply only if you meet the minimum requirements and salary range is within your salary expectations. We will only contact candidates who are selected according to the established criteria.

Evaluation Criteria

• Education level
• Experience managing administrative and financial activities.
• English language proficiency

Preferred Qualifications

• Knowledge of accounting processes for compliance with tax responsibilities in Guatemala.
• Excellent verbal and written communication skills
• Excellent attention to detail
• Remarkable mathematical and calculation skills
• Ability to work with a team
• Multitasking abilities
• Ability to take ownership of mistakes and work to correct in the instance and going forward

Reporting

This position reports to Roots of Peace Guatemala Deputy Country Director.

Location

In person at the Support Office in El Cubo Center, Ciudad Vieja, Sacatepéquez, Guatemala.

Appointment Type Details:

Indefinite subject to successful completion of probationary period (2 months).

IMPORTANT:

• Salary ranges from GTQ6,570.00 to GTQ7,800.00 (US$845.00 to US$1,000.00) per month plus a communication allowance of US$50.00. Salary will be negotiated based on documented salary history and experience.
• An initial short-term contract will be offered for two months to selected applicant as consultant, for which the contractor will issue a monthly invoice for services. This is a full-time position, requiring a minimum working schedule of 40 hours per week.
• After successful completion of probationary period the agreement may be modified by mutual agreement to become a staff member of Roots of Peace Guatemala; at which time contract and benefits will be adjusted according to Guatemalan law.

Roots of Peace reserves the right to withhold renewal of a short-term contract to an individual that has a history of poor past performance.