Asistente Administrativo At Caritas Switzerland

Caritas Switzerland (CACH)  is a non-profit organization founded in 1901, and is a member of the Caritas Internationalis network. CACH is committed to a world guided by solidarity, justice and peace, in which the inviolable dignity and rights of every human being are respected. CACH works to ensure that every person not only has access to food, water, shelter, health, work and education, but is also able to expand their capabilities and opportunities to lead the lives they value. CACH provides professional, effective and efficient help to people in need and poverty, both in Switzerland and abroad, regardless of their political or religious beliefs, gender or ethnicity.

CACH is committed to improving the livelihoods and guaranteeing all human rights of migrants, especially vulnerable Venezuelan migrants in South America. CACH works in several countries on this issue and is currently developing a long-term regional strategy. Its implementation requires additional funds from non-traditional donors and effective coordination in the region.

Purpose of the position

The Administrative Assistant position will have the responsibility of supporting efficient, efficient and effective administration, in accordance with internal and donor policies and procedures, facilitating processes and helping to contribute to the organization’s objectives.

This position reports to the Administrative and Financial Coordination

Functions and responsibilities

• Prepare payment vouchers, purchase orders, receipts and daily records.
• Track payments to be made
• Organize the physical and digital file.
• Custody and manage the petty cash.
• Assist with the organization of the acquisition of goods and services, including required workshops and meetings, ensuring that the established process is met, from quote to delivery.
• Assist with the preparation of contracts under the support and supervision of your direct manager.
• Update the registry of fixed assets and inventories and the allocation of codes;
• Maintain adequate reserves of stationery, office equipment, toiletries and cafeteria items.
• Support maintenance monitoring and office attendance planning
• Support in the preparation of calls, download and filter the information and organize it in the folders designated by the organization, call the selected or finalists, review and archive the documents
• Support by facilitating documentation for audits when required
• Review and file time sheets, vacation requests, travel requests, quote tickets, obtain hotels as required.
• Keep the contract and vacation information table updated;
• Coordinate the assignment of shifts (face-to-face work) in the office; and Protection and security and/or communication and visibility.
• Perform the role of delegated Security Focal Point and/or delegated Communication and Visibility Focal Point.
• Keep security documents updated.
• Coordinate the shifts of the general services person with the service provider company.
• Organize accounting information to send to the external firm.
• Support with the entry of requested information, in the program designated by the organization

Other

• Other responsibilities assigned based on their position by the Finance and Administration Coordinator or by the Director of the CACH Venezuela Crisis Response Program.

  General requirements and training

• Vocational training
• Technologist or student of at least the eighth semester in economic or administrative careers.
• Professional experience:
• Minimum two years of verifiable experience as an administrative assistant
• Experience in non-profit entities (ESALES) and/or with international organizations or humanitarian aid projects (Desirable)
• Experience in accounting procedures (desirable)
• Knowledge of human resources processes (desirable)
• Skills:
• Management of Microsoft Office programs (Word, Excel and Power Point). Advanced Desirable
• Excellent writing and spelling.
• Ability to prepare reports and technical documents.
• Visualize priorities and design management strategies by applying resources and tools that allow strengthening and correcting work methods.
• Responsibility and punctuality in the delivery of products and commitments.
• Skills:
• Writing and reporting skills, including planning;
• Analysis capacity
• Strategic thinking
• Assertive communication
• Initiative
• Planification and organization
• decision making
• Empathy
• Social commitment
• Leadership
• Teamwork
• Ability to apply theoretical knowledge in practice;
• Aptitude and critical, conciliatory, proactive and purposeful attitude;
• Integrity, adaptability, sensitivity and ability to overcome obstacles with a sense of learning to achieve defined results;
• Ability to work under pressure, in an interdisciplinary team and also independently;
• Fluency (verbal and written) in Spanish, working knowledge of English is an advantage.
• General requirements
• Carry out its activities under the supervision of CACH and in coordination with the Finance and Administration Coordinator, taking into account CACH guidelines and procedures;
• Punctuality in the plans and deadlines stipulated by the employer for the fulfillment of the tasks in charge, as well as in the conditions and criteria for the delivery of results for the entrusted activities;
• Availability to adequately execute the tasks in charge;
• Protection, reservation and effective confidentiality of files, programs and other information obtained and produced by virtue of the execution of your contract, which CACH has not expressly and formally authorized to use for personal benefit, and/or deliver and disseminate to third parties;
• Strict observance of the technical procedures and criteria agreed with the financing sources;
• Rigor in the management of accounting information, high levels of concentration and focus on detail; and
• Comply with the processes and procedures established in the institution.

  Type and validity of the contract

  Duration of the position: 6 months – with the possibility of extension.

  Fixed-term employment contract, including a trial period corresponding to one-fifth of the initial term of this contract

  Monthly value of the contract to be signed: $2,800,000

  Place of work:  Bogotá, DC

  Availability for travel 20%