Caritas Switzerland (CACH) is a non-profit organization founded in 1901, and is a member of the Caritas Internationalis network. CACH is committed to a world guided by solidarity, justice and peace, in which the inviolable dignity and rights of every human being are respected. CACH works to ensure that each person not only has access to food, water, housing, health, work and education, you can also expand your abilities and opportunities to lead the life you value. CACH provides professional, effective and efficient help to people in need and in poverty, both in Switzerland and abroad, regardless of their political or religious beliefs, gender or ethnicity.
CACH is committed to improving livelihoods and guaranteeing all the human rights of migrants, especially vulnerable Venezuelan migrants in South America. CACH works in several countries on this issue and is currently developing a long-term regional strategy. Its implementation requires additional funds from non-traditional donors and effective coordination in the region.
Objective of the position
The position of Administrative Assistant will be responsible for supporting efficient, effective and effective administration, in accordance with internal and donor policies and procedures, facilitating processes and helping to contribute to the objectives of the organization.
This position reports to the Administrative and Financial Coordination
Functions and responsibilities
- Prepare proof of payment, purchase orders, receipts and daily records.
- Track payments to be made
- Organize the physical and digital file.
- Guard and manage the minor box.
- Support with the organization of acquisition of goods and services, including the workshops and meetings that are required, guaranteeing that the established process is fulfilled, from the price to the delivery.
- Support with the preparation of contracts under the support and supervision of its direct manager.
- Update the registration of fixed assets and inventories and the award of codes;
- Maintain adequate reserves of stationery, office equipment, toiletries and cafeteria.
- Support maintenance monitoring and office assistance planning
- Support in the preparation of calls, download and filter the information and organize in the folders destined by the organization, summon the selected or finalists, review and archive the documents
- Support by providing audit documentation when required
- Review and archive attendance sheets, vacation requests, travel requests, ticket quotes, hotel procurement as required.
- Keep the contract and vacation information table updated;
- Coordinate shift assignment ( face-to-face work ) in the office; and Protection and security and / or communication and visibility.
- Play the role of delegated Security Focal Point and / or delegated Focal Point of Communication and Visibility.
- Keep security documents updated.
- Coordinate the shifts of the general service person with the service provider company.
- Organize the accounting information to send to the external firm.
- Support with the typing of requested information, in the program designated by the organization
Other
- Other responsibilities assigned according to his position by the Coordinator of Finance and Administration or by the Director of the CACH Crisis Response Program of Venezuela.General requirements and training
- Vocational training
- Technologist or minimum eighth semester student in economic or administrative careers.
- Professional experience:
- Minimum two years of verifiable experience as an administrative assistant
- Experience in non-profit entities (ESALES) and / or with international organizations or humanitarian aid projects (Desirable)
- Experience in accounting procedures (desirable)
- Knowledge in human resource processes (desirable)
- Skills:
- Management of Microsoft Office programs (Word, Excel and Power Point). Desirable Advanced
- Excellent writing and spelling.
- Ability to prepare reports and technical documents.
- Visualize priorities and design management strategies applying resources and tools that allow strengthening and correcting ways of working.
- Responsibility and punctuality in the delivery of products and commitments.
- Competences:
- Writing and reporting capabilities, including planning;
- Analysis capacity
- Strategic thinking
- Assertive communication
- Initiative
- Planning and organization
- Decision making
- Empathy
- Social commitment
- Leadership
- Teamwork
- Ability to apply theoretical knowledge in practice;
- Aptitude and critical, conciliatory, proactive and purposeful attitude;
- Integrity, adaptability, sensitivity and ability to overcome obstacles with a sense of learning to achieve defined results;
- Ability to work under pressure, in an interdisciplinary team and also independently;
- Fluency (verbal and written) in Spanish, practical knowledge of English is an advantage.
- General requirements
- Carry out its activities under the supervision of CACH and in coordination with the Coordinator of Finance and Administration, taking into account the CACH guidelines and procedures;
- Punctuality in the plans and deadlines stipulated by the employer for the fulfillment of the tasks under his charge, as well as in the conditions and criteria for the delivery of results for the entrusted activities;
- Availability to properly execute the tasks at your expense;
- Protection, reservation and effective confidentiality of files, programs and other information obtained and produced by virtue of the execution of your contract, that CACH has not expressly and formally authorized to use for personal gain, and / or deliver and disseminate to third parties;
- Strict observance of the procedures and technical criteria agreed with the financing sources;
- Rigor in the handling of accounting information, high levels of concentration and focused on detail; and
- Comply with the processes and procedures established in the institution.Type and validity of the contractThe duration of the position: 6 months – with the possibility of an extension.Fixed term employment contract, including a trial period corresponding to the fifth part of the initial term of this contractMonthly value of the contract to be signed: $ 2,800,000Place of provision of work: Bogotá, D.C.Travel availability 20%
How to apply
If you consider that your profile meets the requirements, please inform us how your profession, experience and professional objectives coincide with the requirements for this position. Send your request no later than January 30 a lsarmiento@caritas.ch, with a copy to vjimenez@caritas.ch, indicating in the subject ‘Administrative Assistant’.
Please provide a resume containing details of your training with certifications, experience, current occupation and remuneration, availability date, names and telephone contacts of three references, among which you must include your previous and / or current direct managers, Motivation Letter and Portfolio, booking or brochure where the experience and other communications skills are evident.
Participants will be evaluated taking into account the following criteria and values:
one. 30% Life Sheet%
2. Technical Test 30%
3. Interview 40%
The provision of information or the presentation of false, incomplete or adulterated documentation will generate the exclusion of the candidate from the selection process.
Participation in this selection process entails an express recognition of not being linked or sentenced to criminal investigations related to money laundering, corruption, human trafficking and smuggling, drug trafficking, financing of terrorism and conduct related to the life and integrity of people.
We will only contact shortlisted candidates.
CACH Does not use selection criteria that involve parameters of discrimination between candidates, including those related to their marital status, race, gender, economic situation or religion.
Women qualified to hold the position are especially encouraged to apply to it