Finance, Administration and Logistics Managernew

Duty station: Caracas or La Guaira, with regular travel to project locations

Contract type: Consultancy contract (100%)

Contract duration: 1.1.2027 – 31.1.2028

Reporting to: Project Manager

Eligibility: Open to Venezuelan nationals and other applicants who are legally authorised to work in Venezuela and are currently residing in the country (no relocation support)

Background

Solidar Suisse is a Swiss non-governmental organisation founded in 1936, formerly known as Swiss Labour Assistance. The organisation is committed to promoting social justice, decent work and equal opportunities and implements humanitarian and development programmes across Africa, Asia, Latin America and Europe.

Following the earthquake that struck Venezuela in June 2026, Solidar Suisse launched an initial humanitarian response to support affected communities. Building on this first intervention, Solidar Suisse is now preparing a new humanitarian project focusing on WASH and Protection in Caracas and La Guaira.

In line with Solidar Suisse’s commitment to locally led humanitarian action, the project will be implemented in close partnership with two Venezuelan organisations with strong expertise in WASH and Protection respectively. Each partner will lead implementation in its core sector, while contributing complementary expertise to the overall response. Solidar Suisse will retain overall responsibility for the project and provide oversight, coordination and quality assurance through a lean in-country structure.

Position Purpose

Solidar Suisse is seeking an experienced and hands-on Finance, Administration and Logistics Manager to support the implementation of its humanitarian programme in Venezuela.

The position will be responsible for the financial management, administration, human resources, logistics and procurement functions of the project. The successful candidate will work closely with Solidar Suisse Headquarters, programme staff and local partner organisations to ensure that financial and operational systems are effective, transparent and compliant with Solidar Suisse policies, donor requirements and applicable Venezuelan regulations.

The role requires a reliable and adaptable professional who is comfortable working across several support functions and can respond flexibly to changing programme and operational needs. While finance will be the central responsibility of the position, the candidate must also have strong practical experience in logistics, procurement and operational support.

Main Responsibilities

Financial Management

• Manage day-to-day financial operations in accordance with Solidar Suisse policies, approved budgets and donor requirements.
• Maintain accurate and complete accounting records, transaction registers, supporting documentation and financial filing systems.
• Process payments and ensure that all transactions are properly authorised, documented and recorded.
• Prepare cash forecasts, fund requests, bank and cash reconciliations and regular financial reports.
• Monitor project expenditure against approved budgets and provide timely information on over- or underspending and other financial risks.
• Support budget preparation, financial forecasting and project budget revisions.
• Ensure that statutory payments and other applicable financial obligations are completed correctly and on time.
• Support internal and external audits and ensure that all requested financial documentation is complete and accessible.

Partner Financial Management and Support

• Provide regular guidance and practical support to the finance and administration teams of local partner organisations.
• Review partner budgets, financial reports, supporting documentation and expenditure against agreed activities.
• Monitor partner compliance with financial, administrative and procurement requirements.
• Identify weaknesses or inconsistencies and agree on appropriate corrective actions with the respective partner.
• Support partners in strengthening financial management, internal controls, documentation and reporting systems.
• Contribute to partner capacity strengthening and support financial reviews and audits when required.

Administration and Human Resources

• Maintain effective administrative systems and ensure that organisational records are accurate, complete, secure and up to date.
• Support recruitment, onboarding and contracting processes for staff and consultants.
• Maintain personnel files, contracts, timesheets, leave records and other relevant HR documentation.
• Support payroll administration and ensure compliance with applicable Venezuelan labour regulations and Solidar Suisse policies.
• Manage office-related contracts, utilities, services and other administrative arrangements.
• Maintain organised records of contracts, agreements, policies, correspondence and other key documentation.
• Provide practical guidance to staff and partners on relevant administrative and HR procedures.

Logistics and Procurement

• Plan and manage the procurement of goods, works and services in accordance with Solidar Suisse policies and donor requirements.
• Ensure that procurement processes are transparent, competitive, proportionate and properly documented.
• Prepare and maintain procurement documentation, including requests for quotations, bid analyses, procurement committee records, purchase orders and contracts.
• Maintain an up-to-date database of reliable suppliers and service providers.
• Establish and maintain asset registers, inventory records and appropriate systems for the receipt, storage, use, maintenance and disposal of equipment and supplies.
• Organise travel, accommodation, local transport, meetings and other logistical arrangements for staff and visitors.
• Support field activities with timely and appropriate logistical planning and arrangements.
• Review procurement and logistics processes undertaken by partner organisations and provide guidance where required.
• Monitor logistical and supply needs and ensure that operational requirements are anticipated and addressed in a timely manner.

Internal Controls and Compliance

• Support the establishment and application of effective internal controls and appropriate segregation of duties.
• Ensure compliance with the applicable approval procedures and financial authority levels.
• Monitor financial, administrative, procurement and operational risks and recommend appropriate mitigation measures.
• Safeguard organisational funds, assets, records and confidential information.
• Promptly report suspected fraud, misconduct, financial irregularities or serious compliance concerns through the appropriate channels.
• Support the implementation of corrective measures identified through financial reviews, internal checks or audits.

Coordination and Reporting

• Maintain regular coordination with the Finance Department and Humanitarian Desk at Solidar Suisse Headquarters.
• Work closely with programme staff to ensure that financial, administrative and logistical systems effectively support project implementation.
• Provide regular updates on financial performance, cash needs, compliance issues, procurement processes and operational requirements.
• Contribute relevant financial and operational information to internal and donor reports.
• Support programme planning, proposal development and the preparation of project budgets.
• Coordinate with external accountants, auditors, banks, service providers and relevant authorities as required.

Other Responsibilities

• Contribute to the establishment and continuous improvement of Solidar Suisse’s financial, administrative, procurement and logistics systems in Venezuela.
• Support humanitarian assessments, project development and operational planning when required.
• Undertake other reasonable duties necessary for the effective implementation of Solidar Suisse’s humanitarian programme in Venezuela.
• Respond flexibly to changing programme priorities and operational needs.

Candidate Profile

• University degree in finance, accounting, business administration, economics, management or another relevant field.
• At least five years of progressively responsible professional experience in finance, administration and operational support, preferably within an NGO, international organisation or donor-funded programme.
• Demonstrated experience in financial management, budgeting, accounting, financial reporting and budget monitoring.
• Good practical experience in procurement, logistics, travel coordination and asset and inventory management.
• Experience reviewing financial reports and supporting documentation from partner organisations.
• Experience providing guidance or capacity strengthening to finance, administration or logistics teams.
• Sound understanding of internal controls, financial compliance and audit requirements.
• Familiarity with Venezuelan tax, labour, banking and regulatory requirements relevant to the position.
• Strong proficiency in Microsoft Excel and experience using accounting or financial management systems.
• Strong organisational, analytical and problem-solving skills, with close attention to detail.
• Ability to manage multiple priorities, work independently and meet deadlines.
• High level of integrity, discretion, reliability and accountability.
• Strong interpersonal and communication skills and the ability to work respectfully with diverse colleagues, partners and service providers.
• Full professional proficiency in Spanish and English, both written and spoken.
• Willingness and ability to undertake regular field travel.