Venezuela – Project Administrative Assistant At COOPI – International Cooperation

COOPI is looking for a Project Administrative Assistant

COOP

COOPI Cooperazione Internazionale is an Italian secular and independent humanitarian organization that fights against all forms of poverty 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 personnel – an average of more than 270 people per year – and staff national. The main institutional funders are the European Union – ECHO and INTPA – USAID, UN agencies, the Italian Government, local authorities and other European governments.

Description of COOPI in Venezuela

Since 2019, COOPI has established a presence in Venezuela to assist the local population after the worsening of the country’s socioeconomic crisis. As of July 2020, a regional crisis response program begins that 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, Human Trafficking), sexual reproductive 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, accounting and logistical aspects of COOPI’s intervention in the state of Sucre, in accordance with the objectives of the organization, the obligations with the DUE donor, and the national regulations in force 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 application of the institutional tools and financial, accounting, and administrative procedures of COOPI and the financing entities;
• Maintain constant control of project expenses, in coordination with those responsible and local partners, supporting the periodic forecast of expenses and treasury requests;
• Contribute to the organization’s compliance with the tax laws established in the country, as well as with the regulations for the prevention of money laundering and financing of terrorism for non-profit organizations.

Staff Administration:

• Support in the preparation and updating of contracts and personnel files, including all documentation provided for by COOPI procedures and country regulations;
• Provide the necessary information for the correct payment of salaries, social benefits, perdiem and reimbursements, when required;
• Provide training and technical assistance to the administrative staff of local partners on financial management and accountability instruments and processes, in accordance with the requirements of donors and local regulations.

Accounting and report writing:

• Ensure the constant updating of accounting instruments, in order to allow the monitoring and control of expenses.
• Guarantee the correct allocation of costs to projects, according to COOPI and donor procedures.
• Ensure the registration and filing of documents relating to the acquisition, warranty, depreciation and maintenance of equipment and durable goods within the framework of the projects, as well as their transfer from one project to another and/or to direct beneficiaries and/or counterparts local;
• Preparation and presentation of provisional and final financial reports of implemented projects;
• Ensure that expense reports meet donor conditions and international standards and that your archive is properly preserved;

Logistics:

• In coordination with the technical-operational team and the logistics area, plan and monitor the acquisitions of goods and services, managing the corresponding payments when necessary;
• Ensure the registration and filing of documents related to the acquisition, warranty, depreciation and maintenance of equipment and durable goods within the framework of the projects, as well as their transfer from one project to another and/or to direct and/or local beneficiaries. counterparts;
• Periodically update the database of suppliers with whom we operate in the areas; Contribute to updating inventories of fixed assets at COOPI facilities and consumables;
• Manage the proper maintenance of assets owned by COOPI or acquired by the projects, using corporate tools;
• Organize the reception and storage of supplies and materials, as well as their transfer to delivery locations;
• Coordinate general services for office maintenance;

Desired profile

ESSENTIALS

• Professional studies (bachelor’s degree, postgraduate or master’s degree desirable) in Economic Sciences, Business Administration, Accounting, Management of non-profit entities and/or related entities;
• Experience of at least 2 years 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 complexity and under pressure (meet limited deadlines);
• Interest, availability and experience in multicultural environments and with multidisciplinary teams;
• Excellent teamwork ability, in person 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;
• Spanish language essential;
• Use of computer tools (Microsoft Windows operating system) and office tools (Microsoft Office: Word, Excel, PowerPoint, Outlook);
• Immediate availability.

DESIRABLE

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