Administration Assistant, Puerto Ordaz – Bolívar State At RET International

Reporting Line

The Administration Assistant reports to the National Administration and HR Officer, to the Coordinator ( a ) National Finance and to the Project Manager of RET Venezuela.

Main location

The position is based on the RET Local Office in Bolívar State, with frequent field missions.

Specific Responsibilities

Finance

• In coordination with the country management and other relevant officers, support in the preparation of budgets for programs and projects in the Bolívar State in accordance with the requirements of RET and donors;
• Contribute to the correct accounting management, in accordance with the applicable laws, rules and accounting procedures.
• Execute the necessary budget for the operation of the RET office, and programs and projects in the State, generating relevant reports and transactions and guaranteeing proper and safe management of financial resources.
• Carry out the financial management processes of the office and the RET projects in the State, in accordance with internal and donor policies and procedures.
• Ensure that there is a written justification in case of incompatibility between the RET Manual and any other law or regulation. This must be supported by external documentation: copy of the regulations, reports from recognized third parties, etc.;
• Ensure proper accounting of transactions for all programs using relevant RET tools;
• Support the adequate, pertinent and timely preparation of required financial reports on the funds of the projects under their responsibility, list of expenses, bank account reconciliations, petty cash reconciliations, etc. in accordance with RET requirements and applicable tools;
• Submit monthly scanned supporting documents to the National Finance Officer;
• Guarantee the systematic archiving / documentation of the financial information of the office;
• Train and guide the coordinators of the local offices for timely and adequate management of RET’s financial policies and procedures.

Administration, Purchasing and Logistics

• Plan and carry out the processes of administrative management, purchasing, logistics, information technology services, and cleaning and maintenance of RET offices, in accordance with internal policies and procedures.
• Execute the purchase plans of the projects, quickly identifying and reporting to the National Administration and HR Official on any discrepancy, proposing alternative solutions.
• Centralize, organize, file and maintain in a safe physical and digital place all the information and administrative and legal supporting documents.
• Plan and make projections of the administrative requirements of the local RET office in the State.
• Ensure the timely payment of all contractual obligations of RET in the State, including payment to suppliers, rents, public services, etc.
• Coordinate the necessary legal support to ensure compliance with all contractual responsibilities with suppliers, consultants, registries, etc.
• Guarantee the timely and sufficient supply of materials and equipment for the RET offices in accordance with what is approved in the budgets and purchase plans and based on internal procedures and donor requirements.
• Carry out the quotation and acquisition of materials and supplies according to the purchase plans. Coordinate the transportation and distribution of materials and supplies.
• Promptly prepare the periodic reports requested by the Finance Coordinator.
• Manage and safeguard information control systems (backup copies, passwords, access rights, etc.).
• Maintain the registry of assets and stock control of the local RET office.
• Ensure that all offices nationwide comply with all RET minimum requirements and standards in terms of safety, adequacy and functionality.

Human resources management

• Supervise the proper registration of attendance and filling out of time control sheets of employees in the formats established according to the RET HR Policy and Manual / maintain the record of permits or licenses and vacation balances of all employees;
• Contribute to the establishment and maintenance of a harmonious work environment; seek to strengthen team building by encouraging active participation and interaction at all levels;
• Coordinate with the National Administration and HR Officer the hiring process of RET employees in the State.
• Coordinate with the country management and the National Administration and HR Officer, consultations with lawyers on human resources policies in accordance with local laws and general practices in their countries;
• Oversee general logistics, purchasing, equipment acquisition, IT services and maintenance;

other

• Be in permanent contact and coordination with the Finance Coordinator.
• Advise the RET Project Manager on any situation that may have an impact on RET’s programs and/or policies.
• Carry out periodic planning meetings with the Project Manager and local staff, to ensure that the budgets and the financial, administrative and logistical strategies and tools to be implemented are fully understood and applied by the local teams;
• Train and guide the local project team in the proper understanding and application of RET’s internal policies and procedures in finance, administration, purchasing and logistics.
• Attend any meeting related to their areas of responsibility;
• Plan, together with the CLP, binding missions at Headquarters.
• Complete any additional tasks within the framework of their functions, as requested by the CLP

Additionally, like all RET staff

• Work with trust and integrity and have a clear commitment to the fundamental values ​​and principles of RET, ensuring that the activities and their performance comply with the provisions of the RET Code of Conduct, the PSAE and other Manuals and Internal Policies;
• Ability to work independently and in a team, demonstrating management and leadership skills;
• Ability to communicate clearly and sensitively with relevant institutions and organizations, and with internal and external stakeholders, as a representative of RET. These skills include effective negotiation and representation;
• Propose, constructively, alternative solutions to problems that arise in the work area.