Administrative Manager

Description

Position Summary: Lead the institution's administrative and financial management, ensuring information integrity and coordination of services to support strategic decision-making. Key Highlights: 1. Leadership in institutional administrative and financial management 2. Ensures legal, tax, and transparency compliance 3. Coordinates general services and infrastructure Description Lead the institution's administrative and financial management, guaranteeing the integrity and reliability of accounting and financial information, as well as the efficient coordination of administrative and operational services—including technical support, maintenance, reception, and general services—to support strategic decision-making, strengthen institutional transparency, and ensure organizational sustainability. Main Responsibilities: Legal, Tax Compliance, and Legal Representation * Continuously monitor applicable tax, labor, and regulatory reforms, ensuring their proper implementation within the institution. * Verify timely compliance with all legal, tax, labor, and administrative obligations inherent to a civil society organization, including CLUNI registration, transparency declarations, activity accreditation letters, monthly and annual tax returns, trademark registrations, workers' risk insurance premiums, Anti-Money Laundering Law compliance, notifications submitted to the Tax Administration Service (SAT), and external audits, among others. * Serve as the organization’s legal representative, in accordance with granted powers of attorney. Financial Management, Control, and Accountability * Prepare administrative and financial management reports and indicators for senior leadership to support strategic decision-making. * Manage and supervise the financial verification of all Institutional Development projects. * Administer donor and supplier portals to issue and deliver digital tax receipts promptly. Administrative Management, Contracts, and Suppliers * Review, negotiate, and monitor contracts with suppliers and service providers, ensuring favorable terms and contractual compliance. * Ensure that administrative and financial department processes are properly documented, up to date, and aligned with institutional policies. Coordination of General Services and Infrastructure * Coordinate and monitor the organization’s preventive and corrective maintenance program for its building, vehicles, and equipment. * Supervise security and access control for tools, systems, and work platforms. * Supervise the updated registration, control, and safeguarding of the institution’s computing equipment, documentation, and furniture. Operational Support and Security Oversight * Supervise administrative and operational support activities carried out by the reception, maintenance, custodial, technical support, and courier teams, ensuring efficient service delivery across departments. * Act as the building manager before the Internal Civil Protection Unit, coordinating drills, participating in monthly meetings, and monitoring relevant protocols. * Serve as first responder during building incidents, ensuring the safety of people and assets. Experience in: Administration Accounting Finance Budgeting, expense control, and accountability. Regulatory compliance — Legislation applicable to NGOs and civil associations (CLUNI, Anti-Money Laundering Law, SAT, tax obligations) Profile/Requirements Planning and organizational skills Ability to generate reports and indicators Holistic process vision • Risk anticipation capability Orientation toward efficiency and transparency Leadership and supervision of multidisciplinary staff Clear and assertive communication skills Ability to respond quickly and handle multiple concurrent tasks. Accounting and financial analysis. Budget management and expense control. Knowledge of tax, labor, and legal regulations applicable to NGOs. Documentation and administrative process management. Competencies: Problem analysis and resolution, Initiative and autonomy, Optimism and enthusiasm, Ability to lead initiatives, Organization and planning, Technical and personal reliability, Interpersonal communication, Diplomacy and professional demeanor, Negotiation ability Management Level: Director/Manager Contract Type: Full-time Duration: Not specified Salary: More than $25,000.00 MXN gross/month Minimum Education: Bachelor’s degree Minimum Experience: 3–5 years Start Date: 05/15/2026 Number of Vacancies: 1