Venezuela – Administrative Assistant of Project At COOPI – Cooperazione Internazionale

COOPI

COOPI Cooperazione Internazionale is a secular and independent NGO, founded in Milan in 1965. It carries out development projects to contribute to the fight against poverty in particularly degraded areas and emergency programs to support people affected by natural disasters or conflicts. COOPI is currently present in 33 countries in Africa, the Middle East, Latin America and the Caribbean. The main institutional donors are the European Union, UN agencies, the Italian Government, local entities and other European governments.

Description of COOPI in the country

Since 2019 COOPI establishes a presence in Venezuela to assist the local population after the worsening of the country’s socioeconomic crisis. Starting in July 2020, a regional crisis response program begins, which is implemented in consortium with Venezuelan organizations for the protection of vulnerable groups. In these years COOPI has expanded its interventions and is currently executing projects with different donors in Caracas, Lara, Carabobo, Anzoátegui, Sucre, Delta Amacuro and Bolivar in protection (GBV, Child Protection, Trafficking and trafficking in persons), reproductive sexual health, WASH (water, sanitation and hygiene) and school feeding.

Objective / job description

COOPI plans to strengthen the project team through a Project Administrative Assistant, in charge of ensuring the management of the financial, administrative and accounting aspects of COOPI’s intervention in Venezuela, Sucre state, in accordance with the objectives of the COOPI organization, of obligations to the donor, World Food Program, and national regulations in the areas of intervention.

Areas of responsibility

Management, supervision and control of expenses:

• Support administrative coordination in the financial and administrative management of the project;
• Contribute to the timely and timely application of the institutional tools and financial, accounting, administrative procedures of COOPI and the financing entities;
• Maintain constant control of the expenses of each project and the delegation, in coordination with those responsible for the projects and local partners, supporting periodic forecasting of expenses and treasury orders;
• Support, in coordination with the logistics team, in the processes of acquisition of goods and services of the organization, managing when required the corresponding payments;
• Contribute to the organization complying with the tax laws provided in the country, as well as with the regulation of prevention of money laundering and terrorist financing for non-profit organizations.

Personnel administration:

• Support in the preparation and updating of contracts and staff dossiers, including all the documentation provided by COOPI procedures and by country regulations;
• Provide the necessary information for the correct realization of the payments of wages, social benefits, perdiem and reimbursements, when required;
• Support in the supervision of compliance with contractual obligations by contracted personnel, as well as the registration of work days, vacations and permits, as provided by internal regulations and contracts;
• Provide training and technical assistance to administrative staff of local partners on financial management and accountability instruments and processes, according to donor requirements and local regulations.

Accounting and writing reports:

• Ensure the constant updating of accounting instruments, in order to allow monitoring and control of expenses.
• Guarantee the correct imputation of costs to projects, according to COOPI and donor procedures.
• Ensure the registration and filing of documents related to the acquisition, guarantee, depreciation and maintenance of durable equipment and goods within the framework of projects, as well as its transfer from one project to another and / or to direct beneficiaries and / or local counterparts;
• Preparation and presentation of the provisional and final financial reports of the implemented projects;
• Ensure that the cost supports meet donor conditions and international standards and that your file is properly preserved;
• Take control of bank accounts, as well as make monthly reconciliations;
• Carry all procedures in accordance with tax and tax return laws.

Desired profile

ESSENTIAL

• Professional studies (bachelor’s, desirable postgraduate or master’s degree) in Economic Sciences, Business Administration, Accounting, Management of non-profit and / or related entities;
• Experience of at least 1 year in administrative functions in INGOs and / or companies;
• Experience in systematizing processes and preparing documents and reports;
• Ability to work autonomously (organization, work planning, analytical development, synthesis) and in contexts with high complexities and under pressure (meeting limited dates);
• Interest, availability and experience in multicultural environments and with multidisciplinary teams;
• Excellent teamwork capacity, face-to-face and remotely;
• Motivation, honesty, pro-active and decisive attitude, common sense, discretion;
• Respect for the vision and mission of COOPI and its charter of values;
• Essential Spanish language;
• Management of computer tools (Microsoft Windows operating system) and office tools (Microsoft Office: Word, Excel, PowerPoint, Outlook);
• Immediate availability.

DESABLE

• Previous experience in International Cooperation, Humanitarian and / or related Action;
• Experiences with procedures for managing institutional donor and private sector funds;
• Languages: highly valued English;
• Venezuelan nationality or residence permit in the country.

CANDIDATURES

Those interested should send the application by email to the address: admin2.venezuela@coopi.org Please indicate the object: Project Administrative Assistant

Deadline: 10/23/2023, having suitable profiles, the call may be closed before the indicated date. COOPI reserves the right to contact only the profiles considered adequate and preselected.