COOPI is looking for a Project Administrative Assistant
COOPI
COOPI Cooperazione Internazionale is an Italian secular and independent humanitarian organization that fights against all forms of poverty to improve the world. Founded in 1965, today COOPI is present in 33 countries in Africa, Latin America and the Caribbean and the Middle East, with both emergency and development projects carried out by expatriate personnel – an average of more than 270 people a year – and national personnel. The main institutional funders are the European Union – ECHO and INTPA – USAID, UN agencies, the Italian Government, local authorities and other European governments.
Description of COOPI in Venezuela
Since 2019 COOPI establishes a presence in Venezuela to assist the local population after the worsening of the country’s socioeconomic crisis. Starting in July 2020, a regional crisis response program begins, which is implemented in consortium with Venezuelan organizations for the protection of vulnerable groups. In these years COOPI has applied its interventions and is currently executing projects with different donors in Caracas, Lara, Carabobo, Anzoátegui, Sucre, Delta Amacuro and Bolivar in protection (GBV, Child Protection, Trafficking and trafficking in persons), reproductive sexual health, WASH (water, sanitation and hygiene) and school feeding.
Objective / job description
COOPI plans to strengthen the project team through a Project Administrative Assistant, in charge of ensuring the management of the financial, administrative, accounting and logistical aspects of COOPI’s intervention in the state of Sucre, in accordance with the objectives of the organization, of the obligations with the DUE donor, and of the national regulations in force in the areas of intervention.
Areas of responsibility
Management, supervision and control of expenses:
- Support administrative coordination in the financial and administrative management of the project;
- Contribute to the timely and timely application of the institutional tools and financial, accounting, administrative procedures of COOPI and the financing entities;
- Maintain constant control of project expenses, in coordination with those responsible and local partners, supporting periodic forecasting of expenses and treasury orders;
- Contribute to the organization complying with the tax laws provided in the country, as well as with the regulation of prevention of money laundering and terrorist financing for non-profit organizations.
Personnel administration:
- Support in the preparation and updating of contracts and staff dossiers, including all the documentation provided by COOPI procedures and by country regulations;
- Provide the necessary information for the correct realization of the payments of wages, social benefits, perdiem and reimbursements, when required;
- Provide training and technical assistance to administrative staff of local partners on financial management and accountability instruments and processes, according to donor requirements and local regulations.
Accounting and writing reports:
- Ensure the constant updating of accounting instruments, in order to allow monitoring and control of expenses.
- Guarantee the correct imputation of costs to projects, according to COOPI and donor procedures.
- Ensure the registration and filing of documents related to the acquisition, guarantee, depreciation and maintenance of durable equipment and goods within the framework of projects, as well as its transfer from one project to another and / or to direct beneficiaries and / or local counterparts;
- Preparation and presentation of the provisional and final financial reports of the implemented projects;
- Ensure that the cost supports meet donor conditions and international standards and that your file is properly preserved;
Logistics:
- In coordination with the technical-operational team and the logistics area, plan and monitor purchases of goods and services, managing the corresponding payments when necessary;
- Ensure the registration and filing of documents related to the acquisition, guarantee, depreciation and maintenance of equipment and durable goods within the framework of projects, as well as its transfer from one project to another and / or to direct and / or local beneficiaries. counterparts;
- Periodically update the database of suppliers with whom we operate in the areas; Contribute to the updating of inventories of fixed assets in COOPI and consumables facilities;
- Manage the proper maintenance of assets owned by COOPI or acquired by projects, using corporate tools;
- Organize the reception and storage of supplies and materials, as well as their transfer to the delivery locations;
- Coordinate the general services for the maintenance of the office;
Desired profile
ESSENTIAL
- Professional studies (bachelor’s, desirable postgraduate or master’s degree) in Economic Sciences, Business Administration, Accounting, Management of non-profit and / or related entities;
- Experience of at least 2 years in administrative functions in INGOs and / or companies;
- Experience in systematizing processes and preparing documents and reports;
- Ability to work autonomously ( organization, work planning, analytical development, synthesis ) and in contexts with high complexities and under pressure ( meet limited dates );
- Interest, availability and experience in multicultural environments and with multidisciplinary teams;
- Excellent teamwork capacity, face-to-face and remotely;
- Motivation, honesty, pro-active and decisive attitude, common sense, discretion;
- Respect for the vision and mission of COOPI and its charter of values;
- Essential Spanish language;
- Management of computer tools ( Microsoft Windows operating system ) and office automation ( Microsoft Office: Word, Excel, PowerPoint, Outlook );
- Immediate availability.
DESABLE
- Previous experience in International Cooperation, Humanitarian and / or related Action;
- Experiences with procedures for managing institutional donor and private sector funds;
- Languages: highly valued English;
- Venezuelan nationality or residence permit in the country.
How to apply
CANDIDATURES
Interested parties should send the application by email to the address: reclaim.venezuela@coopi.org
Please indicate in the object: Sucre Project Administrative Assistant
Deadline: 02/18/2024, having suitable profiles, the call may be closed before the indicated date. COOPI reserves the right to contact only the profiles considered adequate and preselected.
