The Venezuelan Red Cross (CRV) is a voluntary humanitarian organization that is part of the International Red Cross and Red Crescent Movement. Its commitment is to provide assistance anytime, anywhere, promoting the comprehensive well-being of communities to reduce their vulnerability, based on its Fundamental Principles: Humanity, Neutrality, Impartiality, Independence, Voluntary Service, Unity, and Universality; and its humanitarian values, such as respect for human dignity, solidarity, and non-discrimination, mobilizing its human capital, comprised of its volunteers, with efficiency, integrity, and quality.
If you want to be part of the team and make a difference, we invite you to join us.
How can you make a difference? Key Duties/Responsibilities
The Administrative and Logistics Assistant will have the primary responsibility of supporting the Finance Officer of the German Red Cross and the national technical coordination in the efficient and timely management of administrative, logistics, inventory, and purchasing processes, ensuring the adequate provision of goods and services required by the projects and the general operation of the office. This includes guaranteeing the quality of information, cost-benefit analysis, and compliance with established procedures, promoting efficient and transparent management of resources, in line with the policies of the Venezuelan Red Cross, the German Red Cross, and donors. He/she will be responsible for:
The Administrative Assistant will have the following main functions:
- Support in the preparation, digitalization, endorsement, and physical/digital archiving of project expense reports.
- Maintain and organize administrative files and expense reports generated by the execution of projects.
- Report new developments when the submitted documentation does not meet the established requirements.
- Support the Purchasing Officer in recording, controlling, and updating inventories, ensuring the accuracy of the information.
- Support in the collection of documentation for missions and activities related to the projects.
- Manage the payment flow, including the validation of delivery records and invoices, in coordination with the finance department.
- Support periodic physical inventories, preparing reports that identify discrepancies and corrective actions.
- Verify delivery records of supplies sent to CRV branches.
- Manage requirements for goods and services in coordination with the requesting departments, ensuring compliance with purchasing standards.
- Request quotes by phone, email, or call, as appropriate.
- Document and report developments in the delivery of goods and services, ensuring timely resolution.
Report
The Administrative Assistant will report to the Finance Officer supporting the German Red Cross.
Travel
You must be available to travel around the country.
Equipment
It is highly desirable that you have sufficient equipment to perform your duties remotely: laptop and/or computer, good Internet connection, among others.
Work location:
Caracas, with the possibility of traveling to other locations in the country where the project is implemented.
To qualify as a builder of the Venezuelan humanitarian system, you must meet the following requirements:
- A university degree or postgraduate degree in business administration, logistics, or accounting; other academic qualifications with proven experience in purchasing will also be considered.
- Minimum two (2) years in planning, monitoring and budget analysis of projects, preferably in the humanitarian or development field.
- Proven experience in preparing financial reports for international donors, reconciling balances in multiple currencies, and complying with financial guidelines of international organizations.
- Minimum one (1) year managing payments to suppliers, payrolls and operating expenses.
- Minimum experience of one (1) year working in multidisciplinary teams, collaborating with logistics, purchasing and operations areas.
- Experience in logistics and/or purchasing, including supplier coordination, procurement management, and project-related inventory control.
- Production of narrative and financial reports.
- Excellent writing and communication skills.
- Handling of computer packages (Office, Adobe, etc.).
- Analytical skills and solution orientation.
- Attention to detail and care in the execution of tasks.
- Ability to work in a multicultural team and under pressure.
- Discretion, neutrality and confidentiality.
- Interest in working in a humanitarian and international environment.
Only a shortlist of candidates will be contacted to advance to the next phase of the selection process. Previous direct reports/line managers will be asked to speak before proceeding with interviews.
How to apply
All applicants interested in applying for the position and who meet all or most of the requirements should send their CV to the following email address: postulaciones@cruzrojavenezolana.org
The email title should read:
Administrative Assistant (Caracas)
CVs received without the title assigned to the call will be discarded.
Please review the professional requirements to qualify.