Responsable Administración y Finanzas – Amazonas, Venezuela At CESVI – Cooperazione e Sviluppo Onlus

Position objective

The administrative and financial manager is in charge of the administrative and financial management of Cesvi’s operations in Venezuela, as well as the logistics and purchasing processes. He supports the Local Coordination of the project in the management of the daily activities of the Office, as well as in the management of human resources and matters related to security.

About us

About Cesvi

CESVI is a secular and independent association founded in Italy in 1985 that works for global solidarity and the ideal of social justice through humanitarian development actions.

The very name CESVI, Cooperazione e Sviluppo (Cooperation and Development), expresses its philosophy of action, based on promoting the protagonism of its beneficiaries in favor of their own progress, so that international aid is not reduced to a temporary action. beneficial, but rather promotes authentic sustainable development of the most needy populations.

Cesvi in ​​Venezuela

Cesvi was present in Venezuela from 1998 to 2011 with emergency, rehabilitation and development interventions in the sectors of protection of children and women subject to sexual exploitation and with various interventions in agricultural production and distribution chains.

As of 2019, Cesvi reopened operations in Venezuela, in Caracas, guaranteeing direct support to women and adolescents who are survivors or at risk of sexual abuse and exploitation.

Description of functions

Budget, financial and accounting management

• Make requests for funds to headquarters, after authorization from the Administrative and Financial Coordination, and together with the forecast of expenses.
• Prepare and send payment requests to suppliers.
• Compile cash books on a biweekly basis.
• Generate and maintain an appropriate accounting file (updated physically and digitally, available for audit, meeting all established parameters).
• Monitor that expense and accounting supports comply with Cesvi regulations, the donor and Venezuelan legislation.
• Support the monthly project report (execution supports, preparation of accounting analysis, bank reconciliation, project balance, among others).
• Support the preparation of administrative and financial documentation.
• Support the program team on financial issues when necessary.
• Report any financial matter to the Administrative and Financial Coordination.
• Guarantee technical support to Cesvi’s local partners in administrative and financial aspects.

Logistics and purchasing management processes

• Guarantee compliance with Cesvi’s purchasing and logistics policies for the selection of suppliers, and related documentation.
• Coordinate the purchasing cycle with the Project Director.
• Ensure the constant availability of supplies/services/works in operation, such as office materials, transportation, etc.
• Manage traceability and reconciliation between orders, contracts and deliveries of the different goods purchased within the framework of the project, both for office operation and those intended for deliveries in project activities.
• Ensure adequate storage of purchased goods.
• Organize the transportation of material and equipment for the activities to the places where they take place.
• Maintain an updated inventory of assets, including proper labeling of assets; document any loss or damage.
• Ensure a timely and accurate flow of logistical documents with the Administrative and Financial Coordination and the Area Coordination.
• Support logistics for visits by Cesvi personnel or other missions, events, meetings.
• Keep the supplier database updated.

Local office administration

• File and update all documents related to the local office rental agreement.
• Prepare advance invoices and make monthly utility/utility payments.
• Keep all files related to: rental, utilities, equipment, etc. updated.

Human Resources

• Carry out hiring and administrative management processes of project personnel according to the standards, procedures and practices established by Cesvi and the project coordination.
• Prepare, organize, and file HR documents in the corresponding personal folders.
• Keep all personal folders and files updated.
• Prepare salary and fee payments, as appropriate, for the local Venezuela team.
• Ensure monitoring and control of contracting times, to guarantee from Cesvi the cancellation or renewal news derived for each contract.
• Ensure compliance with Cesvi’s Code of Conduct and anti-fraud policy and report any abuse through appropriate channels.

Office and local computer security

• Act as security coordination center for the local office.
• Supervise the implementation of security policies and plans in the local office.
• Disseminate safety information to local Cesvi staff.
• Report any security incident to the Head of Mission.
• Support the monitoring of movements carried out by Cesvi personnel in Caracas.

Others

• Participate in project planning, management and supervision meetings.
• Report and alert of any anomaly in the project administrative process
• Promote the principles of transparency, traceability, efficiency and optimization in the management of available resources.
• Execute those tasks inherent to the position that are requested according to the situation and needs.

Profile

Essential attributes

Training:

Professional university studies in administrative, financial and/or economic or related areas.

Knowledge and experience:

• Demonstrated experience of at least three years and knowledge in the administrative, financial and/or accounting management of international cooperation projects, preferably international NGOs.

Skills

• Capacity for synthetic and structured written expression.
• Proactive and proactive attitude.
• Ability to work with minimal supervision in a culturally diverse team.
• Ability to develop productive working relationships with colleagues, partners, local authorities and other stakeholders.
• Solid command of Microsoft Office Package. Advanced use of Microsoft Excel.
• Use of information management tools on the web.

Preferred Attributes

• Knowledge of legal, tax and accounting regulations for NGOs
• Basic knowledge of project cycle management and Logical Framework.
• Experience and knowledge of project budget management
• Knowledge of spoken and written English language

Contractual conditions

• Location: Amazon, Venezuela
• Contract duration: 3 months with the possibility of extension
• Expected start date: 02/14/2024