Venezuela – Administration Manager (consortium) At COOPI – International Cooperation

COOPI is looking for a Consortium Administration Manager in Venezuela

Since 2019, COOPI has established a presence in Venezuela to assist the local population following the worsening of the country’s socio-economic crisis. As of July 2020, it has launched a regional crisis response program that is implemented in consortium with Venezuelan organizations for the protection of vulnerable groups. In recent years, COOPI has expanded its interventions and is currently implementing projects with different donors in Miranda, Distrito Capital, Bolivar, Delta Amacuro and Sucre in protection (GBV, Child Protection, Human Trafficking and Smuggling), sexual reproductive health , WASH (water, sanitation and hygiene) and school feeding .

Job Description

COOPI is looking for an Administration Manager in the humanitarian field. The interventions contemplated within the framework of the project will be coordinated by COOPI and implemented in consortium with CESVI, ACTED, Première Urgence Internationale, Solidarités International and local organizations. The purpose of the intervention is to provide a multi-sectoral, comprehensive and coordinated response to the most urgent needs of the most vulnerable population affected by the complex crisis in Venezuela through the provision of services and assistance in the sectors of Protection (GBV, VoT), Health, WASH and Food Security. The organizations of the Consortium will concentrate their actions in seven (7) states of Venezuela: Capital District, Miranda, Zulia, Falcon, Lara, Sucre, Delta Amacuro and Bolivar, plans to carry out activities to improve access to water, sanitation and hygiene services in the communities where it intervenes with the project, the objective of the position will be: A. Guarantee the correct accounting and financial management of the consortium and compliance with the accounting documents of the project. B. Provide technical assistance, training and supervision of administrative staff members of the consortium. C. Guarantee compliance with organizational standards in the use of financial resources, internal management and periodic financial reporting (for headquarters, donors and national institutions), in accordance with internal principles of transparency and accountability.

The objective of the position will be:

• Ensure the correct accounting and financial management of the consortium and compliance with the project’s accounting documents;
• Provide technical assistance, training and supervision of administrative staff members of the consortium;
• Ensure compliance with organizational standards in the use of financial resources, internal management and periodic financial reporting (for headquarters, donors and national institutions), in accordance with internal principles of transparency and accountability.

Areas of responsibility

Main Activities:

Under the direct supervision of the Coopi Venezuela Country Administrator, the Consortium Administration Manager will carry out the following tasks:

Accounting/Financial:

• Plan and monitor the financial management of the Consortium, maintaining constant communication with Coopi partners, both international and local;
• Ensure the timely implementation of institutional tools for the implementation of financial, accounting and administrative procedures of Coopi and the consortium partners;
• Together with the Coopi country administrator and the consortium administrators, prepare and monitor the execution of the project budget ;
• Ensure the constant updating of accounting tools (DESY) in order to allow monitoring and control of consortium expenses and the financial planning tool of the Preppy project;
• Maintain constant control of the consortium’s expenses, in coordination with project managers and local and international partners , in order to monitor the execution of budgets and periodically define (once a month) the expenditure forecast and process disbursement requests;
• Monitor financial flows between Coopi and consortium members;
• Identification, registration and archiving of all supporting project documents , as well as the formulation of the first project notes, financial and banking documentation;
• Carry out financial reconciliation and consolidation of project accounts prior to submission to Regional Coordination and Headquarters;
• Ensure the correct allocation of costs according to the nature of the expenditure, in accordance with COOPI and donor procedures;
• Coordination and preparation of internal monthly financial reports for Coopi and the consortium according to the schedules provided for in the consortium’s MOUs.

Logistics

• Collaborate in the development of project purchasing plans , ensuring their monitoring and/or periodic updating.
• Ensure the registration and archiving of all documents related to the acquisition, warranty, depreciation and maintenance of equipment and goods acquired within the framework of the project, as well as their transfer from one project to another and/or to direct beneficiaries and/or local counterparts.

Reports, changes and audits

• Maintain all documentation and information necessary for the presentation of project financial reports in order to provide accountability to donors and any internal or external audits that may be carried out;
• Prepare donor communications/correspondence , budget modifications and amendments, in collaboration with consortium administrators;
• Carry out those tasks inherent to the objectives of the position, and which are requested by the coordination team according to the context and needs of the projects.

Desired profile

ESSENTIALS

• Professional studies (bachelor’s degree, preferably postgraduate or master’s degree) in Economic Sciences, Administration, Business Management and/or related;
• At least 3 years of experience in administrative roles in NGOs and/or companies;
• Ability to systematize processes and prepare documents and reports;
• Ability to work autonomously (organization, work planning, analytical development, synthesis), as well as to coordinate multidisciplinary teams;
• Ability to work in emergencies and under pressure, as well as in contexts with high complexity;
• Attitude and spirit for teamwork, motivation, honesty, proactive and decisive attitude, common sense, discretion;
• Respect for humanitarian principles: humanity, neutrality, impartiality, operational independence;
• Sensitivity to gender and diversity. Have experience and ability to live and work in diverse cultural contexts, demonstrating culturally appropriate attitudes;
• Handling of computer tools (Microsoft Windows operating system) and office automation (Microsoft Office: Word, Excel, PowerPoint, Outlook);
• Spanish language required and advanced level of English;
• Immediate availability.

DESIRABLE

• Knowledge of COOPI procedures and institutional tools;
• Previous experience in ECHO funded projects;
• Experience working in a consortium and supervising or supporting local partners and counterparts.

COOPI reserves the right to close a recruitment before the announcement deadline. Only shortlisted candidates will be contacted. Interviews will be conducted on a rolling basis and the vacancy will be closed when filled. Thank you for your understanding.

COOPI Cooperazione Internazionale is an Italian independent and secular humanitarian organisation that fights against all forms of poverty in order to improve the world. Founded in 1965, today COOPI is present in 33 countries in Africa, Latin America and the Caribbean and the Middle East, with both emergency and development projects carried out by expatriate staff – an average of more than 240 people per year – and national staff. The main institutional funders are the European Union – ECHO and INTPA – USAID, UN agencies, the Italian Government, local authorities and other European governments.