Administrative and Finance Assistant
Postulaciones: 18/6/2025 - 07/07/2025
Profesiones sugeridas: Contador/a, Técnico en Administración de Empresas, Técnico en Contabilidad, Ingeniería en Administración, Ingeniería Comercial
Áreas de conocimiento: Administración y finanzas
Experiencia: 2 a 3 Años
Lugar
Santiago (Chile)
Jornada
Completa
Modalidad
Semi-presencial
Propósitos
Propósito del cargo
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.
Descripción
Main Duties and Responsibilities
Finance
Responsible for the account payables function of the office, ensuring Oceana Chile payments are processed 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 medical staff 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 process
Maintains physical and electronic records for all finance and relevant administrative matters.
Administration
Responsible for day-to-day office and equipment maintenance (eg, 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
Important Note: To apply for this position please go to this link Apply Now
Perfil buscado
Job Requirements
Must have a bachelor’s degree in accounting or business administration and minimum of 2 years of relevant experience or an equivalent combination of education and work experience will be considered
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.
Legally authorized to work in Chile
Características que suman puntos
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.
Collaborates: Brings people together to leverage their skills, talents, and knowledge to achieve a common purpose.
