Administrative and Finance Assistant | Oceana

Administrative and Finance Assistant

Oceana is the largest international organization solely focused on ocean conservation. Founded in 2001, Oceana seeks to preserve and restore the ocean’s abundance as a source of fish and to preserve marine ecosystems for future generations. With offices in 11 countries around the world, Oceana works to advance public policies that protect marine resources, essential to economies, jobs, families and communities. Our campaigns seek to protect the ocean so that it can be a source of food for the world.

Oceana in Chile is looking for a part-time Administrative and Finance Assistant based in Santiago, Chile. The Administrative & Finance Assistant will support the Director of Finance & Administration with logistical operations of the organization, such as booking travel reservations, paying vendors, collecting accounting documentation and collaborating in the organization of events.  This part time role is three days a week on a hybrid schedule.

Principal Duties and Responsibilities

Finance

  • Responsible for the account payables function of the office, ensuring Oceana Chile payments are process and coded accurately with the relevant back up documentation and approvals.
  • Responsible for preparing the Senior VP institutional and non- institutional credit card expense report; review and approve Nexonia expense reports for other staff members, as well as all staff weekly timesheets. Additionally, ensure that staff medical leave certificates get process.
  • Prepare monthly funds request from HQ; Custodian of the Petty cash and its reconciliation. Submit month-end closing reports to DC office and provide support during the yearly audit proces
  • Maintains physical and electronic records for all finance and administrative relevant matters.

 

Administration

  • Responsible for day-to-day office and equipment maintenance (e.g., recycling, lighting, water problems, copiers, coffee and water machines). Request and arrange scheduling of repairs and maintenance. Additionally, research, and recommend suppliers for office equipment as needed, performing cost/benefit analysis to determine the most optimal option.
  • Manages Oceana’s general office supply inventory, including purchasing and maintaining appropriate inventory levels, negotiating with vendors to ensure best pricing and quality and seeks creative approaches to reduce supply costs.
  • Responsible for setting up the meeting room including organizing refreshments, when required
  • Ensures that legal documentation like POA´s, Certificate of Validity, activity report, insurances and others are renewed in a timely manner.
  • Responsible for booking all travel arrangements as required by the campaign directors or the Director of Finance & Administration.
  • Assist the global IT department in the provision of local support the maintenance of a high level of service for the Chilean office.
  • Be part of the office security team, as well as part of the building’s evacuation monitor team.
  • Performs additional duties as needed and/or assigned

Job Requirements

Education and work experience:

  • Must have a bachelor’s degree in accounting or business administration.
  • A minimum of 2 years of relevant experience.

Skills and knowledge: 

  • Excellent written and oral skills in Spanish and English.
  • Working knowledge of Microsoft Office, including an advanced understanding in Microsoft Excel.
  • Must possess effective problem-solving, attention to detail and conflict resolution skills.
  • Must be a self-starter, team player, able to meet deadlines and the ability to handle many tasks simultaneously with speed, accuracy and courtesy.
  • Must approach their work with a positive mindset and sense of ownership.
  • Must maintain strict confidentiality in working with sensitive data and possess excellent judgment in handling communications.
  • Must be able to represent Oceana in a professional and responsive manner.

Required Competencies: 

  • Ensures Accountability: Follows through on commitments and makes sure others do the same. Has a reputation of taking ownership and responsibility for decisions, actions and failures.
  • Action Oriented: Makes things happen. Takes on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
  • Effective Communication: Understands the value of effective communication. Can deliver messages in a clear, compelling, and concise manner. Actively listens, checks for understanding and adjusts content and style to meet the needs of different stakeholders.
  • Manages Complexity: Is able to gather data, analyze situations and uncover root causes to problems.  Can distinguish between what is relevant and what’s not and to evaluate the pros and cons of potential solutions.
  • Business Insight: Brings a deep knowledge of their functional discipline and is skilled at scanning the external landscape for trends and potential opportunities.
  • Collaborates: Brings people together to leverage their skills, talents, and knowledge to achieve a common purpose.  Creates synergy resulting in a combined effort with greater results than what can be achieved by individuals.

Oceana values a diverse workforce and welcomes people different from each other in many ways, including characteristics such as race, gender, sexual orientation, religion, ethnicity, and national origin. Oceana considers all qualified candidates and seeks to recruit from a diverse candidate pool. Please apply by January 31, 2025.

 

 

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CONTACT

Oceana International Headquarters
1025 Connecticut Avenue, Suite 200
Washington, DC 20036 USA

General Inquiries
+1(202)-833-3900
info@oceana.org

Donation Inquiries
+1(202)-996-7174
wavemaker@oceana.org

Press Inquiries
+1(202)-833-3900
press@oceana.org

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