Asistente de Servicios de Gestión, Protocolo - G5 (caracas)

Organizational Context

The position is based in Caracas, Venezuela, reporting to the Management Services Officer. At this level, incumbents are expected to manage a range of processes and activities, requiring interpretation of standard guidelines and practices. They may also recommend actions to various levels of staff and assign tasks to support personnel, contributing to the efficient operation of the office.

Job Purpose

The role of the Management Services and Protocol Assistant (G5) is to provide effective, client-centered, and value-for-money specialized services within the Management Services portfolio. This involves performing daily tasks and activities to ensure high-quality service delivery, including data collection and basic analysis for resource management reports. The assistant will handle routine procurement, finance, and HR tasks, ensuring timely data registration in corporate systems. They will manage physical and digital records, serve as a primary contact for internal queries, and suggest procedural improvements. Additionally, the role supports inter-agency initiatives for cost savings and service quality enhancement, liaises with external parties, and provides guidance to junior staff, while also assisting with emergency preparedness and response activities.

Responsibilities

The primary responsibility is to support the efficient and high-quality delivery of services within the Management Services portfolio. This involves performing various tasks and activities, including data collection and basic analysis to aid in resource management reporting. The role requires executing routine actions in procurement, finance, and human resources, ensuring timely and accurate data entry into corporate systems. Maintaining physical and digital records according to established procedures is crucial for easy data access. The position serves as the initial point of contact for internal inquiries, providing prompt and precise responses to facilitate daily problem-solving. Continuous improvement is encouraged through suggestions for enhancing procedures and practices. The role also entails utilizing digital tools and technology to optimize work methods and customer service, and providing administrative support for inter-agency initiatives aimed at cost savings and service quality improvement. Furthermore, it involves liaising with external parties and guiding junior staff, as well as performing emergency preparedness and response tasks under supervision.

Work Experience

The role requires a minimum of 5 years of relevant work experience. Specifically, at least 2 years must be in managing travel agencies (invoicing, reconciliation) and supporting staff with national/international travel. An additional 2 years of experience is needed in managing relationships with the Ministry of Foreign Affairs for matters such as visas, accreditations, and fleet documentation.

Skills

Administrative Support, Data Collection and Analysis, Procurement, Finance, Human Resources, Record Management, Customer Service, Process Improvement, Digital Tools and Technology, Inter-agency Coordination, Emergency Preparedness, Travel Management, Visa and Accreditation Processing, Fleet Management, Supervisory Skills, Language Proficiency (Spanish, English)

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