Administration-Finance Coordinator

at HEKS/EPER
Published September 21, 2022
Location Caracas, Venezuela
Category Administration  
Job Type Full Time  

Description

HEKS/EPER, Swiss Church Aid, supports projects designed to combat hunger, poverty and injustice in over 30 countries on four continents. HEKS/EPER also provides worldwide humanitarian assistance for victims of natural disasters and armed conflicts and supports the Church's diaconal work in Eastern Europe and the Middle East. In Switzerland, HEKS/EPER champions the rights and causes of refugees and socially disadvantaged people. Through its development and social policy work in the fields of climate justice, access to land and food, migration, and integration, HEKS/EPER strives for systemic change - globally and in Switzerland.

Throughout 2020 and 2021, HEKS has been developing its presence in Venezuela, from the exploratory mission in October 2019 to our current presence, with an office in Caracas and another in Guasdualito, Apure State. So far, HEKS works mainly in the areas of Water, Sanitation and Hygiene (WASH) and Food Security. The organisation aims to further develop the good implementation and management of its livelihoods and food security activities in the mission in Venezuela.

 

To support the Country Director, as of 1 December 2022, we are looking for a

 

Administration-Finance Coordinator, Venezuela, 100%

Your main responsibilities:

Proposals and reporting

 

You prepare budgets for proposals, in coordination with the Country Director and the rest of the team, as well as other administrative and logistical aspects: procurement plan, definition of human resources needs, security plan, etc.

You contribute to proposal writing as required and you bring knowledge to  implement donor requirements.

You write both internal and external reports (for donors or other counterparts, as required), according to the established schedule and following the corresponding formats

You review and validate financial, administrative and logistical reports from counterparts in accordance with the respective agreement.

 

 

Institutional Donors (SDC, UNICEF, OCHA, etc.)

 

You manage institutional donors' contracts according to their rules

You prepare and monitor institutional donors' compliance processes

Under the direction of the Country Director you participate in the implementation of the recommendations of these donors.

 

 

Programme implementation

 

You monitor monthly budget of all ongoing projects and delegate when necessary to local managers

You monitor activities and consistency between activities and budget expenditure, as well as expenditure forecasting in collaboration with project managers.

You manage and supervise external consultants

You supervise procurement operations, you check, review and forwarding dossier to HQ according to HEKS procedures.

 

 

Country Office Management

 

You maintain the office administrative and financial system in compliance with all HEKS/EPER policies and procedures, but mainly with the Field Financial and Administrative Guidelines (FFAG)

You manage the account management and maintain a computerized accounting system.

You review, approve and pay invoices and payroll monthly for accounting purposes.

You ensure that all financial transactions in the country office are as low-risk as possible

Training

 

Based on periodic training needs assessment, compile a mission-wide training plan and submit to Country Director for review. Planning of resources and procedures required for implementation

You capitalize training sessions

 

 

Identification and training of National Coordinator

 

You search for and identify a candidate as National Coordinator, with the objective of handing over the position within a maximum of six months

You train and supervise the selected candidate, in a handover programme defined with the Country Director

You supervise the selected candidate

To be successful you bring:

University degree in economics, finance or similar field

At least three years of experience in a finance function in an international NGO or non-profit organization

Demonstrated ability in budgeting, cash flow forecasting, financial analysis and monitoring

Excellent knowledge of all relevant national and international accounting standards

Demonstrated ability to provide support, guidance and training to internal and external stakeholders

Previous work experience in monitoring and generating financial reports for internationally funded tenders and mandates

Experience in logistics, in particular knowledge of standards applicable to procurement procedures

Experience in human resources management

Additional specialized skills required

 

Fluent English and Spanish, both spoken and written

Excellent computer and IT skills (in particular Microsoft Excel and accounting software)

Personal skills / psycho-social requirements

 

Excellent analytical and conceptualization skills

Orientation to work towards objectives. Ability to work flexibly, and to develop and adapt to multiple tasks at the same time

Good communication skills and conversational command of English (spoken and written)

Ability to work in complex environments and to ensure that internal and external stakeholders meet deadlines (good prioritization and time management skills)

Ability to ensure that internal and external stakeholders understand and properly comply with HEKS/EPER procedures and guidelines

Diligent and reliable person with appropriate attention to detail

Excellent team player and social skills

Willingness to travel locally and nationally

Professional, cooperative, efficient and effective work attitude

Ability to work under pressure, with deadlines

Ability to work autonomously

Excellent planning and organizational skills. Must be able to predict risks and propose alternative solutions

What you can expect from us:

Contract for the provision of services for six months (renewable)

An opportunity to make a difference in this world

Fees according to HEKS remuneration tables

Including medical follow-up

Place of work City Caracas - Venezuela (100% face-to-face work)

 

Interested candidates can send their CVs

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