Position objective
The administrative and financial manager is in charge of the administrative and financial management of Cesvi’s operations in Venezuela, as well as the logistics and purchasing processes. Supports the Local Coordination of the project in managing the daily and own activities of the Office, as well as in the management of human resources and security-related matters.
About us
About Cesvi
CESVI is a secular and independent association founded in Italy in 1985 that works for global solidarity and the ideal of social justice through humanitarian development actions.
The same name CESVI, Cooperazione e Sviluppo (Cooperation and Development), expresses its philosophy of action, based on promoting the role of its beneficiaries in favor of their own progress, so that international aid is not reduced to temporary charitable action, but rather promotes the authentic sustainable development of the neediest populations.
Cesvi in Venezuela
Cesvi was present in Venezuela from 1998 to 2011 with emergency interventions, rehabilitation and development in the child protection sectors, girls and women subjected to sexual exploitation and with various interventions in agricultural production and distribution chains.
Starting in 2019, Cesvi reopened operations in Venezuela, in Caracas, guaranteeing direct support to surviving women and adolescents or those at risk of sexual abuse and exploitation.
Description of functions
Budgetary, financial and accounting management
- Make requests for funds to headquarters, after authorization from the Administrative and Financial Coordination, and together with the forecast of expenses.
- Prepare and send payment requests to suppliers.
- Collect cash books with biweekly cadence.
- Generate and maintain an appropriate accounting file (updated in physical and digital, available for auditing, meeting all established parameters).
- Follow up on spending and accounting supports complying with Cesvi, the donor and Venezuelan legislation.
- Support in the monthly project report (execution supports, preparation of accounting analyzes, bank reconciliation, project balance, among others).
- Support the preparation of administrative and financial documentation.
- Support the program team on financial issues when necessary.
- Report any financial matter to the Administrative and Financial Coordination.
- Guarantee technical support to Cesvi’s local partners in administrative and financial aspects.
Logistics and purchasing management processes
- Ensure compliance with Cesvi’s purchasing and logistics policies for supplier selection, and related documentation.
- Coordinate the shopping cycle with the Project Director.
- Ensure the constant availability of supplies / services / works in operation, such as office materials, transportation, etc.
- Manage traceability and reconciliation between orders, contracts and deliveries of different goods purchased under the project, both for the operation of the office and those intended for deliveries in project activities.
- Guarantee an adequate storage of the acquired goods.
- Organize the transport of material and equipment from the activities to the places where they are carried out.
- Maintain an updated inventory of assets, including proper labeling of assets; document any loss or damage.
- Ensure a timely and accurate flow of logistics documents with the Administrative and Financial Coordination and the Area Coordination.
- Support logistics for Cesvi personnel visits or other missions, events, meetings.
- Keep the supplier database updated.
Local office administration
- Archive and update all documents related to the rental contract of the local office.
- Prepare advance invoices and make monthly payments for public services / utilities.
- Keep all files related to: rental, utilities, equipment, etc. updated.
Human Resources
- Carry out recruitment and administrative management processes for project personnel according to the rules, procedures and practices established by Cesvi and the coordination of the project.
- Prepare, organize, keep the HR documents file in the corresponding personal folders.
- Keep all folders and personal files updated.
- Prepare the payments of wages and fees, as appropriate, of the local team of Venezuela.
- Ensure monitoring and control of hiring times, to guarantee from Cesvi the cancellation or renewal news derived for each contract.
- Ensure compliance with Cesvi’s Code of Conduct and anti-fraud policy and report through appropriate channels of any abuse.
Office security and local equipment
- Act as a security coordination center for the local office.
- Monitor the implementation of security policies and plans at the local office.
- Disseminate security information to local Cesvi staff.
- Report any security incident to the Head of Mission.
- Support the monitoring of movements carried out by Cesvi’s staff in Caracas.
Others
- Participate in project planning, management and supervision meetings.
- Inform and alert of any anomaly in the administrative process of the project
- Promote the principles of transparency, traceability, efficiency and optimization in the management of available resources.
- Execute those tasks inherent to the position that are requested according to situation and needs.
Profile
Essential attributes
Training:
Professional university studies in the administrative, financial and / or economic or related areas.
Knowledge and experience:
- Demonstrated experience of a minimum of three years and knowledge in the administrative, financial and / or accounting management of international cooperation projects, preferably international NGOs.
Competences
- Synthetic and structured written expression capacity.
- Propositional and proactive attitude.
- Ability to work with minimal supervision in a culturally diverse team.
- Ability to develop productive working relationships with colleagues, partners, local authorities and other stakeholders.
- Solid Microsoft Office Package domain. Advanced management of Microsoft Excel.
- Management of information management tools on the web.
Preferred attributes
- Knowledge in legal, tax and accounting regulations for NGOs
- Basic knowledge of project cycle management and Logical Framework.
- Experience and knowledge of project budget management
- Knowledge of spoken and written English language
Contractual conditions
- Location: Caracas, Venezuela
- Contract duration: 4 months with the possibility of extension
- Expected start date: 03/10/2024
How to apply
How to apply
Applicants must send:
- Updated curriculum vitae (maximum three pages) and
- Presentation letter and salary expectation (maximum two pages)
to the address cesvionlus.venezuela@gmail.com with the object “Head of Administration and Finance – Caracas” Emails with objects or documents other than what is indicated will not be taken into account.
Applications close at 12 noon 03/08/2024.
Refrain from applying if your profile does not fit the essential attributes requested for this role. The shortlisted candidates will be called for a technical test.
For more information on Cesvi, see our website http://www.cesvi.org
CESVI has a zero tolerance approach to any harm or exploitation of a vulnerable child or adult by any of our employees, related persons or partners.
CESVI’s commitment to being a secure organization begins with the staff recruitment process, which includes meticulous checks, such as checking criminal records or checking the disclosure of previous convictions, to ensure the protection of children and vulnerable people and to prevent abuse. Security controls are part of the performance of the selection process.