ADMINISTRATION AND FINANCE OFFICER
Organization: Agency for Technical Cooperation and Development
Closing date:,August 21, 2026
Acted is an international non-profit NGO headquartered in Paris, France, with operations in over 40 countries worldwide. Acted's mission is to provide immediate humanitarian assistance to those in need while simultaneously creating long-term opportunities for sustainable growth. Acted operates in contexts of natural disasters, armed conflict, and socio-economic crises.
Acted is looking for an Administration and Finance Officer to join our team in the Venezuela mission.
The administration and finance officer will ensure compliance with administrative, human resources (HR) and financial procedures in accordance with ACTED's internal policies and those of donors at the Coro base, Falcón state.
The administration and finance officer will work under the direct supervision of the base manager and in coordination with the different departments of the central office in Caracas.
Functions
1. Finance
• Ensure the monitoring of the budget/expense control of the projects through the BFU provided from the finance department in Caracas.
• Support in the preparation of budgets for new projects when required.
• Monitor the compliance of financial documents.
• Manage the treasury of the Coro base, Falcón state.
• Make and manage cash payments when authorized according to ACTED's internal procedures and donor regulations.
• Perform cash counts and complete the CFU weekly.
• Support in the assessment of the monthly cash needs for the base.
• Prepare and verify staff invoices for the effective management of their professional fees.
• Ensure timely payment to suppliers.
• Support in audits, scanning, verification, correction of parts and files, until the files are satisfactorily closed for the organization and donors.
• Receive, send, register, distribute, archive and maintain archival documents physically and digitally in the conservation and installation units in accordance with the procedures.
2. Administration
• Provide technical support for the document transfer process.
• Prepare, process and maintain timely follow-up of the activities and procedures to be developed.
• Organize purchase and/or service requests in accordance with the organization's and donors' procedures.
• Develop and update Acted's administrative processes: internal regulations, procedures manual, memos, etc.
• Monitoring and updating of legal processes: legal representation, various registrations (Ministries and Public institutions, etc.).
• Manage administrative contracts (offices, guesthouse) and administrative follow-up (contract renewals, relationship with focal points, etc.)
3. Human Resources
• Ensure that base teams know, understand, apply, and respect ACTED's internal regulations.
• Recruitment (in coordination with the Human Resources Department) of national base personnel.
• Review of the teams' Terms of Reference (TORs) in order to update and adjust them to the employment contracts.
• Manage the administrative tracking of employee documents (tracking vacations, absences, payment of social charges, etc.).
• Together with the base manager, follow up on the annual evaluations.
• Propose employee training plans when necessary.
• Support in labor relations and personnel management.
• Support the establishment of good interpersonal working relationships at the base. (Conflict resolution).
• Control Human Resources files.
• Payroll processing, social security management, and updates related to the contracts of hired personnel.
• Support the development and updating of national human resources management policies.
• Attend to and provide timely responses to the requirements, doubts, or administrative requests submitted by the staff.
Desired profile:
Requirements
Required:
• Graduate professional with a degree in business administration, industrial engineering, public accounting or related fields.
• At least three (3) years of experience in administration and finance. (Preferably in an international NGO).
• Experience in dealing with national partners and local/governmental authorities
• Experience in proven organizational skills.
• Experience working in multicultural work environments.
• Advanced handling of financial reporting and expense control tools.
• Knowledge of procurement processes and transparency regulations.
• Microsoft Office Suite proficiency.
• Soft skills: dynamism, leadership, team management, autonomy, high attention to detail, responsibility, assertive communication, results orientation, transparency, flexibility.
Skills
• Commitment to transparency in the management of funds and selection processes.
• Ability to organize and prioritize activities.
• Service orientation: willingness to respond to requests with kindness, empathy and respect, even in situations under pressure.
• Attention to detail.
Conditions
• Contract for the provision of services under the figure of Professional Fees for 3 months with possibility of renewal depending on budget availability and performance.
• Workplace: ACTED Office in Coro – Falcón State.
• Professional fees according to the organization's scale.
• On-site work and possible travel to the bases.
How to apply:
Register your application at the following link:
https://forms.gle/D5W9HupYwZSFhjx9A
Given the urgency of the request, ACTED reserves the right to close the recruitment process before the deadline if the candidate was selected