VEN8 Administration Assistant (Administrator) At RET International

Reporting Line

The VEN8 Administration Assistant reports to the National Administration and HR Coordinator.

Main location

The position is based at the RET National Office, located in Caracas, Miranda state.

Specific Responsibilities

Administration, Purchasing and Logistics

• Plan and carry out the administrative, purchasing, logistics, information technology services, and cleaning and maintenance processes of the RET field office, in accordance with internal policies and procedures, in close coordination with the National Administration and HR Coordinator.
• Execute the project purchasing plans in coordination with the Local Administration and Finance Officer, quickly identifying and reporting any discrepancies to the National Administration and HR Coordinator and proposing alternative solutions.
• Centralize, organize, archive and maintain all administrative and legal information and supporting documents in a safe physical and digital location.
• Plan and project the administrative requirements of the local RET office in the state.
• Ensure timely payment of all RET contractual obligations in the state, including payment to suppliers, rent, utilities, etc.
• Coordinate the legal support necessary to ensure compliance with all contractual responsibilities with suppliers, consultants, registries, etc.
• Ensure the timely and sufficient supply of materials and equipment to RET offices in accordance with approved budgets and purchasing plans and based on internal procedures and donor requirements.
• Review quotes and purchases of materials and supplies according to purchasing plans. Review contracting processes for transportation and distribution of materials and supplies.
• Promptly prepare the periodic reports requested by the National Coordinator of Administration and HR.
• Manage and safeguard information control systems (backups, passwords, access rights, etc.).
• Maintain asset records and inventory control for the local RET office.
• Ensure that the local office meets all RET minimum requirements and standards for security, suitability and functionality.
• Oversee general logistics, purchasing, equipment acquisition, IT services and maintenance.

Human Resources Management

• Monitor the proper recording of employee attendance and completion of time sheets in the established formats (Time Sheets) according to the RET HR Policy and Manual / maintain the record of permits or licenses and vacation balances of all employees;
• Coordinate with the National Coordinator of Administration and HR the hiring process for RET employees in the state.
• Coordinate with the country management and the National Administration and HR Coordinator the implementation of human resources policies in accordance with local laws and general practices in the country.

Others

• Be in permanent contact and coordination with the Local Administration and Finance Officer and the National Administration and HR Coordinator.
• Advise the Local Administration and Finance Officer on any situation that may have an impact on RET programs and/or policies.
• Conduct regular follow-up meetings with the Local Administration and Finance Officer to ensure that the budgets, strategies and financial, administrative and logistical tools to be implemented are fully understood and applied by the local team.
• Support the Local Administration and Finance Officer in the proper understanding and application of RET’s internal policies and procedures in finance, administration, purchasing and logistics.
• Attend any meetings related to your areas of responsibility that are assigned to you.
• Plan, together with the National Coordinator of Administration and HR, the binding missions of the Headquarters.
• Complete any additional tasks within the scope of their duties, as requested by the National Administration and HR Coordinator.
• Additionally, like all RET staff
• Work with trust and integrity and have a clear commitment to RET’s core values ​​and principles, ensuring that activities and performance comply with the RET Code of Conduct, PSEA-SH and other Manuals and Internal Policies.
• Ability to work independently and as part of a team, demonstrating management and leadership skills.
• Ability to communicate clearly and sensitively with relevant institutions and organisations, and with internal and external stakeholders, as a RET representative. These skills include effective negotiation and representation.
• Propose, in a constructive manner, alternative solutions to problems that arise in the work area
• University degree in accounting, administration, or a related specialty.
• 2-4 years of progressive experience in accounting or administration. Previous experience in UN agencies or NGOs is considered an advantage.
• A minimum of 2 years of experience in ERP/finance application implementation.
• Venezuelan nationality or permission to work in Venezuela is required (essential).
• Oral and written fluency in Spanish is required. English will be an advantage.
• Immediate availability required.
• Ability to effectively prioritize multiple responsibilities.
• Flexibility to manage different tasks effectively and willingness to put in extra hours when necessary.
• Proficiency in Office 365 (Word, Excel, PowerPoint, Project, Outlook).