Position Description
Reporting Line
The Local Administration and Finance Assistant reports to the Local Project Officer, the National Finance Officer, the National Logistics Officer.
Main location
The position is based in the RET Local Office, located in Coro, Falcón state.
Specific Responsibilities
Finance
- In coordination with the Local Project Officer and the National Finance Coordination team, support the preparation of budgets for programs and projects in the state of Falcón in accordance with the requirements of RET and donors;
- Contribute to proper accounting management, in accordance with applicable accounting laws, standards and procedures;
- Execute the budget necessary for the operation of the RET office, and the programs and projects in the state, generating relevant reports and transactions and guaranteeing appropriate and safe management of financial resources;
- Carry out the financial management processes of the RET office and projects in the state, in accordance with internal and donor policies and procedures;
- Ensure that there is a written justification in case of incompatibility between the RET Manual and any other law or regulation. This should be supported by external documentation (copy of regulations, reports from recognised third parties, etc.);
- Ensure proper accounting of all program transactions using relevant RET tools;
- Support the proper, relevant and timely preparation of required financial reports on project funds under his/her responsibility, list of expenses, bank account reconciliations, petty cash reconciliations, etc. in accordance with RET requirements and applicable tools;
- Submit scanned supporting documents to the National Finance Coordinator on a monthly basis;
- Ensure the systematic filing and documentation of the office’s financial information;
- Train and guide local office coordinators and assistants for timely and appropriate management of RET financial policies and procedures.
Administration, Purchasing and Logistics
- Plan and carry out administrative management, purchasing, logistics, information technology services, and cleaning and maintenance processes for RET offices, in accordance with internal policies and procedures, in close coordination with the National Logistics and Administration Officer.
- Execute project purchasing plans, quickly identifying and reporting any discrepancies to the Local Project Coordinator and the National Logistics Officer, proposing alternative solutions.
- Centralize, organize, archive and maintain all administrative and legal information and supporting documents in a safe physical and digital location.
- Plan and project the administrative requirements of the local RET office in the state.
- Ensure timely payment of all RET contractual obligations in the state, including payment to suppliers, rent, utilities, etc.
- Coordinate the legal support necessary to ensure compliance with all contractual responsibilities with suppliers, consultants, registries, etc.
- Ensure the timely and sufficient supply of materials and equipment to RET offices in accordance with approved budgets and purchasing plans and based on internal procedures and donor requirements.
- Prepare the quotation and acquisition of materials and supplies according to the purchasing plans. Coordinate the transportation and distribution of materials and supplies.
- Prepare promptly the periodic reports requested by the Local Project Officer, the National Finance Officer, the National Logistics Officer.
- Manage and safeguard information control systems (backups, passwords, access rights, etc.).
- Maintain records of assets and inventory control for the local RET office.
- Ensure that all offices nationwide comply with all RET minimum requirements and standards in terms of security, suitability and functionality.
Human Resources Management
- Monitor the proper recording of employee attendance and completion of time sheets in the established formats (Time Sheets) according to the RET HR Policy and Manual / maintain the record of permits or licenses and vacation balances of all employees;
- Contribute to the establishment and maintenance of a harmonious working environment; seek to strengthen team building by encouraging active participation and interaction at all levels;
- Coordinate with the Local Project Coordinator and the National Logistics Officer the hiring process for RET employees in the state.
- Coordinate with the Program Manager and the National Logistics Officer the implementation of human resources policies in accordance with local laws and general practices in the country.
- Oversee general logistics, purchasing, equipment acquisition, IT services and maintenance.
Others
- Be in permanent contact and coordination with the Local Project Officer, the National Finance Officer, the National Logistics Officer.
- Advise the Local Project Officer on any situation that may have an impact on RET programs and/or policies.
- Conduct regular planning meetings with the Local Project Officer and local staff to ensure that budgets and financial, administrative and logistical strategies and tools to be implemented are fully understood and applied by local teams.
- Train and guide the local project team in the proper understanding and application of RET’s internal policies and procedures in finance, administration, purchasing and logistics.
- Supervise RET personnel under his/her charge in coordination with the Country Program Manager and in strict compliance with the RET Human Resources Policy and Manual and the laws of the country.
- Attend any meetings related to your areas of responsibility that are assigned to you.
- Plan binding missions for Headquarters together with the Local Project Officer.
- Complete any additional tasks within the scope of their duties as requested by the Local Project Officer, National Finance Officer, National Logistics Officer.
Additionally, like all RET staff
- Work with trust and integrity and have a clear commitment to RET’s core values and principles, ensuring that activities and performance comply with the RET Code of Conduct, the PSEA and other Manuals and Internal Policies.
- Ability to work independently and as part of a team, demonstrating management and leadership skills.
- Ability to communicate clearly and sensitively with relevant institutions and organisations, and with internal and external stakeholders, as a RET representative. These skills include effective negotiation and representation.
- Propose, in a constructive manner, alternative solutions to problems that arise in the work area.
Qualifications and requirements
- University degree in accounting, administration, or a related specialty.
- 3-5 years of progressive experience in accounting or administration. Previous experience in UN agencies or NGOs is considered an advantage.
- A minimum of 2 years of experience in ERP/finance application implementation.
- Venezuelan nationality or permission to work in Venezuela is required (essential).
- Oral and written fluency in Spanish is required. English will be an advantage.
- Immediate availability required.
- Ability to effectively prioritize multiple responsibilities.
- Flexibility to manage different tasks effectively and willingness to put in extra hours when necessary.
- Dominio de Office 365 (Word, Excel, PowerPoint, Project, Outlook).
How to apply
Applications
Applications must be sent to the email rrhh.ven@theret.org / y.torres@theret.org before September 16, 2024, indicating in the subject of the email: “Application for the position of Local Administration and Finance Assistant-Falcón”, attaching the following documents:
- Signed letter, addressed to RET, indicating the motivation for applying and the financial expectations.
- Updated resume with at least three verifiable work references.
Note: At the time of being selected as a local project officer, you must have a food handling certificate and a valid medical health certificate.
RET is an equal opportunity employer
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