Administrative and Logistics Assistant - Venezuela

Location: Caracas/La Guaira

Duration: Four months with possibility of extension

Reporting to: Finance and Logistics Coordinator

Closing date: 3 November 2026

01Job 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.

02Administrative 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.

03Logistics 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.

04Education

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

05Experience

• 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.

06Technical 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.

07Personal 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.

The MENTOR Initiative is an equal opportunity employer and values diversity in the organisation. We ensure the constant non-discrimination throughout the recruitment process.

The MENTOR Initiative is committed to promoting diversity and gender equality and strongly encourages candidates from under-represented backgrounds to apply.

The MENTOR Initiative applies a zero-tolerance approach to sexual exploitation, abuse, mistreatment or harassment, and other types of unethical behaviour including fraud.

The MENTOR Initiative will contact previous employers of applicants to determine if they have any history of violating international standards and codes of conduct relating to such matters.