Job purpose

Provide operational, logistical and administrative support in document management, inventory control, and the preparation of financial supporting documentation to ensure accurate reporting, the traceability of information, and compliance with both institutional and donor regulations.

The main responsibilities of this post include:

Administrative and document management

Upload, verify and maintain administrative and financial support documents in the relevant tracking platform (e.g Box), ensuring they meet the standards required for approval.
Prepare and organise physical and digital documentation files for internal and external audits.
Logistics management and delivery control

Accurately record and report donations, supplies and deliveries using established institutional formats.
Execute and support procurement processes from start to finish, including requesting quotes, creating comparative tables, issuing purchase orders, and processing delivery notes and invoices.
Ensure full consistency between goods/services delivered and documented records (i.e., the product delivered must match the product reported), in strict compliance with donor and organisational policies.
Coordinate logistics for the distribution, reception and storage of institutional materials or goods.
Coordinate local staff transport in Caracas and La Guaira.
Maintain updated inventory and perform periodic reconciliations with the procurement/warehouse department.
Role requirements

Education

Technical or university degree in Business Administration, Logistics, Accountancy or related fields.

Experience

Minimum two to three years of experience in administrative roles, inventory control, cloud platform management (Box, Drive, etc.), or project/donation management.
Knowledge of donor financial reporting policies (e.g. ECHO, Oxfam) is highly valued.
Technical skills

Intermediate/advanced proficiency in office software (Excel, Word).
Experience using institutional storage and tracking platforms.
Knowledge of preparing and verifying accounting and administrative supporting documentation.
Personal competencies

Strong attention to detail and analytical ability.
Organised with good time management skills.
Results-oriented with a commitment to procedural integrity.
Communication and teamwork skills.

To apply please send your CV, letter of motivation and details of three referees (including your most recent employer)