Administration and Finance Associate, Humanitarian Field, Aruba & Curaçao

Position Description

About PADF 

The Pan American Development Foundation (PADF) believes in creating a hemisphere of opportunity, for all. We work across Latin America and the Caribbean to make our region stronger—more healthy, peaceful, just, inclusive, resilient, and sustainable for current and future generations. For over 60 years, we have served the most vulnerable communities, investing resources throughout the hemisphere. We partner with and enable civil society, governments, and the private sector for the greater good of the region.

Position Overview

PADF Aruba is seeking a motivated and detail-oriented Administration and Finance Associate to join our dynamic team. This role is pivotal in ensuring the smooth operation of administrative functions and supporting program implementation. The ideal candidate will have a passion for humanitarian work, strong organizational skills, and the ability to work independently and as part of a team.
Reporting to the Administration & Finance Manager Aruba & Curaçao, and in close collaboration with the Project Manager in Aruba, the Administration and Finance Associate for Aruba & Curaçao will be required to perform a variety of administrative and financial tasks. The administrative duties include office logistics and supporting the Programs team in their field endeavors.

Essential Duties and Responsibilities 

Office Logistics

• Ensure a smooth and efficient work environment through the timely execution of day-to-day office logistics-related activities/tasks.
• Maintain office supplies inventory, ensure office space, equipment, and vehicle are kept in good state of maintenance.
• Liaise with office vendors, including cleaning, catering and security services, service providers, landlord, etc.
• Coordinate with IT department on office equipment matters.
• Provide general support to visitors.
• Maintain a well-organized filing system for both physical and digital documents.
• Assist in planning in-house or off-site activities, like parties, celebrations, training and conferences.

Administrative Support

• Support the logistics of program activities, such as site visits and fieldwork. Provide logistics support for meetings, workshops, and events.
• Assist with procurement of goods for the PADF office in Aruba.
• Assist with auxiliary support cases.
• Assist in the planning, execution, and monitoring of programs and projects.
• Support the development and dissemination of program materials and reports.
• Liaise with partners, stakeholders, and beneficiaries to facilitate communication and information exchange.
• Serve as the point of contact for internal and external stakeholders, handling inquiries and directing them appropriately.

Finance

• Prepare and process invoices, expense reports, and other financial documentation.
• Assist in the preparation and monitoring of project budgets, ensuring compliance with organizational and donor requirements.
• Track expenditures and support the Administration & Finance Manager Aruba & Curacao with preparing periodic financial reports, audit files, and ad hoc reporting.
• Compile financial data for periodic reports, including monthly, quarterly, and annual financial statements.
• Assist in the preparation for audits by ensuring all financial documents are organized and accessible.

Documentation and Support

• Draft and distribute official communications, including emails, memos, and announcements.
• Assist with drafts of documents and communications for donors, partners, and other stakeholders/local organizations.
• Provide support to proposal development processes as needed.
• Perform other duties as assigned.

Competencies

• Organization – Ability to structure, systematize, standardize and institutionalize policies and processes across geographies and cultures. Attention to detail.
• Emotional intelligence and empathy – High emotional intelligence and empathy, with a deep understanding of others’ emotions and perspectives. Exceptional interpersonal skills, fostering positive and meaningful connections with colleagues, clients, and stakeholders.
• Cultural Competence – Cultural competence and sensitivity to work effectively with people from various cultural backgrounds in Aruba.

Personal Characteristics

• Detail-Oriented – Precision and accuracy are crucial for managing finances, organizing data, and handling administrative tasks efficiently.
• Organized – Strong organizational skills are necessary to manage multiple tasks, prioritize workload, and ensure smooth office operations.
• Proactive – Takes initiative to anticipate needs, identifies potential issues, and implements solutions without needing constant supervision.
• Adaptable – Flexibility to handle a dynamic work environment, shifting priorities, and diverse tasks, including fieldwork activities.
• Effective Communicator – Strong written and verbal communication skills to interact with team members, stakeholders, and community members clearly and professionally.
• Team Player – Ability to collaborate and work well within a team, supporting colleagues and contributing to a positive team environment.
• Analytical – Capability to analyze financial data, monitor project budgets, and generate accurate reports.
• Empathetic – Sensitivity and understanding of the needs and challenges faced by communities served by humanitarian projects.
• Problem Solver – Strong problem-solving skills to address challenges efficiently and creatively.
• Reliable – Dependability in managing responsibilities and meeting deadlines consistently.
• Ethical – High integrity and commitment to ethical standards, particularly in managing financial resources and handling sensitive information.

Required Qualifications

• Bachelor’s degree in finance, accounting, business administration, or a related field.
• Minimum of one (1) year of experience in administrative support and program support, preferably within the nonprofit, humanitarian, or international development sector.
• Experience in budget management, and compliance with financial policies and procedures.
• Strong organizational and time management skills in a fast-paced environment, with attention to detail.
• A creative mind with an ability to suggest improvements and good level of problem-solving skills.
• Excellent written and verbal communication skills in English, Papiamento, and Spanish. Proficiency in Dutch is a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with project management software.
• Ability to handle multiple tasks and work under pressure in a fast-paced environment.
• Demonstrated commitment to PADF’s mission and values.
• Experience and working knowledge on Migration and Refugees in the Region and the organisms that assist those individuals such as DOS/PRM, UNHCR, etc. is preferred.
• Experience in the international development or humanitarian work with experience in the sectors of human rights, international protection, livelihoods, education and gender programming or any other relevant thematic area is a plus.
• Direct field experience in Latin America and the Caribbean is preferred.

More About PADF  

PADF is an independent 501(c)(3) nonprofit organization established by the Organization of American States (OAS) in 1962. www.padf.org

PADF’s core values. “H-E-A-R-T” = Honesty, Excellence, Accountability, Respect, and Teamwork.

Diversity. PADF is strong because we are diverse. We actively seek a diverse applicant pool and encourage candidates of all backgrounds to apply. PADF does not discriminate based on ability, age, gender identity and expression, national origin, race and ethnicity, religious beliefs, sexual orientation, or criminal record. We welcome all kinds of diversity. Our employees include people who are parents and nonparents, the self-taught and university educated, and from a wide span of cultures, languages, socio-economic backgrounds, and perspectives on the world.

PADF is committed to safeguarding employees and those we serve, addressing inappropriate behavior, discrimination, and harassment. We take an intersectional approach, promote gender equality, and follow our Global Code of Conduct emphasizing our H.E.A.R.T. values. The code covers various aspects, including anti-trafficking, PSEAH (Protection against Sexual Exploitation, Abuse and Harassment), whistleblowing, and online safety. 

PADF is an Equal Opportunity Employer