Venezuela – Administration Manager (consortium) At COOPI – Cooperazione Internazionale

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COOPI is seeking 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 socioeconomic crisis. In July 2020, it launched a regional crisis response program implemented in partnership with Venezuelan organizations for the protection of vulnerable groups. Over the years, COOPI has expanded its interventions and currently implements projects with various donors in Miranda, the Capital District, Bolívar, Delta Amacuro, and Sucre in protection (GBV, Child Protection, Human Trafficking), sexual reproductive health , WASH (water, sanitation, and hygiene), and school feeding .

Job description

COOPI is seeking an Administration Manager in the humanitarian field. The interventions contemplated within the project framework will be coordinated by COOPI and implemented in consortium with CESVI, ACTED, Première Urgence Internationale, Solidarités International, and local organizations. The intervention aims to provide a multisectoral, comprehensive, and coordinated response to the most urgent needs of the most vulnerable populations affected by the complex crisis in Venezuela through the provision of services and assistance in the Protection (GBV, VoT), Health, WASH, and Food Security sectors.

The objective of the position will be:

  • Ensure proper 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 Manager, the Consortium Administration Manager will perform the following tasks:

Planning and Coordination:

  • Plan and monitor the Consortium’s financial management, maintaining constant communication with Coopi’s international and local partners;
  • Coordinate and consolidate the project budgeting processes and their reviews ;
  • Coordinate the preparation of internal monthly financial reports for Coopi and the consortium according to the schedules established in the consortium’s MOUs;
  • Provide technical support and guidance to COOPI’s administrative staff and partners;
  • Support in the general administrative tasks of the mission when required.

Accounting/Financial:

  • 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 manager and the consortium administrators, prepare and monitor the execution of the project budget ;
  • Ensure the constant updating of the accounting tools (DESY) to enable the monitoring and control of the consortium’s expenses and the project’s financial planning tool (Preppy);
  • 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 the consortium members;
  • Identification, registration and filing of all supporting project documents , as well as the formulation of the first project notes, financial and banking documentation;
  • Perform financial reconciliation and consolidation of project accounts before submitting them to the Regional Coordination and Headquarters;
  • Ensure the correct allocation of costs according to the nature of the expenditure, in accordance with COOPI and donor procedures.

Logistics

  • Collaborate in the development of the project’s purchasing plans , ensuring their monitoring and/or periodic updating;
  • Ensure the registration and filing of all documents related to the acquisition, warranty, depreciation, and maintenance of equipment and assets 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 submitting project financial reports up to date, in order to provide accountability to donors and for any internal or external audits to be carried out;
  • Prepare donor communications/correspondence , budget modifications and amendments, in collaboration with the consortium administrators;
  • Perform tasks inherent to the objectives of the position and as requested by the coordination team according to the context and needs of the projects.

Desired profile

ESSENTIALS

  • Professional studies (bachelor’s degree, preferably a postgraduate or master’s degree) in Economics, Business Administration, Accounting, Management of non-profit entities and/or related fields ;
  • At least 5 years of experience in administrative roles in INGOs and/or companies (purchases, warehouses, transportation, among others);
  • Experience in systematizing processes and preparing financial documents and reports;
  • Ability to work autonomously (organization, work planning, analytical development, synthesis) and in contexts with high complexity and under pressure (meeting limited deadlines);
  • Interest, availability and experience in multicultural environments and with multidisciplinary teams;
  • Leadership empathy, coordination and communication skills;
  • Excellent teamwork skills, both in person and remotely.

DESIRABLES

  • Previous experience in International Cooperation, Humanitarian Action and/or related fields;
  • Experiences with procedures for managing funds from institutional and private sector donors;
  • Previous experience with COOPI and familiarity with institutional tools;
  • Languages: English highly valued.

COOPI reserves the right to close a recruitment application 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 independent, secular Italian humanitarian organization that fights all forms of poverty to improve the world. Founded in 1965, COOPI is currently present in 33 countries in Africa, Latin America, the Caribbean, and the Middle East, with both emergency and development projects carried out by expatriate staff—an average of over 240 people per year—and national staff. The main institutional funders are the European Union (ECHO and INTPA), UN agencies, the Italian government, local authorities, and other European governments.

How to apply

Interested parties should submit their application at the following link: https://coopi.org/en/job-position.html?id=5546&ln=