Administrative and Finance Operations Manager
Antigua, Guatemala
Full Time
Experienced
ABOUT ECHO
ECHO is a global Christian agricultural networking, training, and resourcing organization. Our mission is to strengthen the capacity of a diverse global network to defeat hunger and improve lives through sustainable food and agroecosystem strategies. ECHO has a significant network of over 20,000 individuals and organizations built over 45 years working in more than 190 countries. These partners serve as the primary multiplier for ECHO tested options, strategies, and research.
WHY JOIN ECHO
At ECHO, you will join a global Christian network committed to defeating hunger and restoring hope through sustainable agriculture. Our team is mission-driven, collaborative, and deeply committed to equipping leaders around the world with practical tools that create lasting impact. If you are passionate about faith-integrated service and sustainable solutions, you will find meaningful purpose in this role.
SUMMARY:
The Administrative and Finance Operations Manager provides leadership and oversight for administrative systems, financial operations, compliance coordination, and operational support for ECHO’s Central America and Caribbean Regional Impact Center (CAC RIC). This position serves as the primary operational liaison between the Regional Director, ECHO’s Global Finance Department (United States), and external accounting providers in Guatemala, ensuring alignment with ECHO global policies and compliance with applicable Guatemalan legal, tax, and labor requirements.
This role, based in Guatemala, provides operational support to the team and contributes to a collaborative, transparent, well-organized, and service-oriented work environment, consistent with ECHO’s mission and values.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions within an office environment.
Work occurs in both office and outdoor farm environments; may include varying levels of noise and activity. Must be able to work constructively under pressure and adapt to changing priorities.
PHYSICAL REQUIREMENTS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to stand; walk; use hands, talk and hear. Fine motor skills such as typing, the use of a computer mouse and telephone handset are required.
The employee is frequently required to reach with hands and arms. The employee is required to sit, stoop, kneel, and crouch.
The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
POSITION TYPE AND EXPECTED HOURS OF WORK:
This is a full-time position. The standard work schedule is Monday through Friday, from 8:00 a.m. to 5:00 p.m., with flexibility depending on training events and travel schedules. Occasional evening and weekend work may be required based on job demands.
TRAVEL:
Travel is primarily within Guatemala and the Central America and Caribbean region, with occasional international travel as needed.
AAP/EEO STATEMENT:
ECHO is an Equal Opportunity Employer. We believe it is our moral and legal obligation to meet the responsibility of ensuring that all management practices regarding employees are conducted in a nondiscriminatory manner.
As a Christian faith-based organization, ECHO may give employment preference to individuals who affirm our Statement of Faith and align with our mission and values. We welcome applicants who are committed to working in a spirit of integrity, collaboration, and mutual respect.
#LI-Onsite
ECHO is a global Christian agricultural networking, training, and resourcing organization. Our mission is to strengthen the capacity of a diverse global network to defeat hunger and improve lives through sustainable food and agroecosystem strategies. ECHO has a significant network of over 20,000 individuals and organizations built over 45 years working in more than 190 countries. These partners serve as the primary multiplier for ECHO tested options, strategies, and research.
WHY JOIN ECHO
At ECHO, you will join a global Christian network committed to defeating hunger and restoring hope through sustainable agriculture. Our team is mission-driven, collaborative, and deeply committed to equipping leaders around the world with practical tools that create lasting impact. If you are passionate about faith-integrated service and sustainable solutions, you will find meaningful purpose in this role.
SUMMARY:
The Administrative and Finance Operations Manager provides leadership and oversight for administrative systems, financial operations, compliance coordination, and operational support for ECHO’s Central America and Caribbean Regional Impact Center (CAC RIC). This position serves as the primary operational liaison between the Regional Director, ECHO’s Global Finance Department (United States), and external accounting providers in Guatemala, ensuring alignment with ECHO global policies and compliance with applicable Guatemalan legal, tax, and labor requirements.
This role, based in Guatemala, provides operational support to the team and contributes to a collaborative, transparent, well-organized, and service-oriented work environment, consistent with ECHO’s mission and values.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Accounting and Financial Management
- Manage petty cash and prepare the corresponding reports.
- Manage and execute monthly payments to the local team.
- Coordinate payments to suppliers, expense reimbursements, per diems, and other disbursements.
- Record and maintain daily, complete, and orderly internal control of all financial transactions (income and expenses), ensuring that each transaction is supported by the corresponding accounting documentation (Electronic Tax Invoices – FEL, receipts, contracts, or other supporting documents).
- Organize, classify, and systematically safeguard income and expense documentation in both physical and digital formats, ensuring proper identification, traceability, and easy availability for internal or external reviews.
- Prepare periodic financial reports (monthly, quarterly, and annual) for the Regional Director and ECHO’s Global Finance Department.
- Maintain an up-to-date fixed asset register and depreciation records.
- Budget Management and Execution
- Prepare and update the annual budget and monthly budgets for the RIC in coordination with the Regional Director, regional team, and Global Finance Department.
- Ensure proper classification and coding of expenses in accordance with the codes and systems defined by the ECHO Global Finance Department.
- Prepare and submit, with prior approval from the Regional Director, monthly budget requests to ECHO Global Finance Department for the disbursement of funds allocated to planned activities (trainings, symposiums, travel, seed bank, among others).
- Monitor budget execution.
- Identify and promptly alert management to budget deviations, financial risks, and adjustment needs.
- Support the Regional Director in financial forecasting, budget planning, and resource allocation decisions to ensure alignment between program priorities and available resources.
- Internal Control Systems
- Contribute to the design, development, and implementation of Internal Control Systems and Risk Reduction Systems for the CAC RIC to ensure transparency, consistency, excellence, and compliance with internal financial policies.
- Contribute to the continuous improvement of internal administrative and financial management systems.
- Support implementation, monitoring, and continuous improvement of ECHO policies and procedures related to procurement, financial controls, documentation, and operational compliance.
- Legal and Tax Compliance and Accounting Coordination
- Maintain ongoing coordination with the external Accounting Office regarding the organization’s administrative and accounting management.
- Maintain effective communication with banking institutions, suppliers, institutional partners, and ECHO Global Finance Department.
- Coordinate with external accounting and legal providers to support compliance with labor obligations and applicable regulatory requirements.
- Prepare and submit all necessary documentation in a timely manner to the Accounting Office so they can:
- Review, adjust, and validate monthly accounting records.
- Prepare and submit tax and labor filings before the SAT and IGSS, including monthly VAT, monthly or quarterly income tax, annual income tax, third-party withholdings, and employer and labor declarations.
- Issue official financial statements and technical financial reports required by law or by third parties.
- Ensure full compliance with all tax, labor, and regulatory obligations applicable to Associations in Guatemala, including registrations, renewals, and periodic reports.
- Prepare reports for internal, external, and donor audits.
- Administrative-Operational Management and Institutional Support
- This role serves as the operational hub for the CAC Regional Impact Center, ensuring administrative systems, logistics, facilities, documentation, and team support functions operate effectively.
- Provide direct administrative support to the Regional Director on logistical and operational management matters.
- Support the preparation of operational reports requested by ECHO Global Finance Department.
- Support the warm reception and hosting of visitors, training participants, farmers, volunteers, and interns, helping to create a positive and respectful experience, including basic hospitality tasks as needed.
- Support the organization of conferences, trainings, and regional meetings by assuming corresponding logistical tasks or supervising external personnel hired for this purpose when applicable.
- Organize and supervise the institutional hardcopy archive and digital assets, ensuring order, safeguarding, and accessibility.
- Maintain records of monthly activities related to information and communication technology (ICT).
- Participate in weekly, monthly, and other institutional meetings, including devotions.
- Actively participate in shared activities that support ECHO’s institutional life, including community spaces and devotional times, as well as providing operational support during exceptional situations such as emergencies or disasters, when required. These responsibilities are carried out in coordination with Regional and Global Leadership and the team and are part of an organizational culture based on collaboration, service, and teamwork.
- Capacity Building and Development
- Serve as a resource and functional leader for administrative and financial processes, helping team members understand and apply organizational policies and procedures.
- Contribute to strengthening the internal capacities of the regional team by providing guidance and basic training on budget preparation and monitoring, preparation and submission of expenses, procurement and vendor payment processes, basic reconciliations, and financial documentation control, etc.
- Develop and share with the team guidelines, simple tools, and best practices that facilitate compliance with the organization’s financial and administrative procedures, reinforcing the position’s role as one of functional leadership.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required.
- Must subscribe to the ECHO Statement of Faith / Apostle’s Creed and possess character traits consistent with ECHO’s core values.
- Fluency in Spanish and advanced proficiency in English. Traditional languages are a benefit.
- Excellent written and verbal communication skills.
- Detail-oriented individual with strategic thinking, strong planning skills, and ability to meet deadlines.
- Strong interpersonal and relationship-building skills.
- Ability to work collaboratively in a team environment.
- High integrity and ability to handle confidential information.
- Ability to independently manage competing priorities, establish systems, and improve operational processes in a multicultural environment.
- Flexibility to work varied schedules, including occasional evenings and weekends.
- Availability for occasional travel within and outside the region.
- Studies in Business Administration, Public Accounting and Auditing, Finance, or related fields.
- Additional certification as a Public Accountant or progress toward certification is valued.
- Minimum of 3–5 years of progressive experience in administration, finance operations, accounting coordination, or nonprofit organizational management, preferably within NGOs, international organizations, or mission-driven organizations.
- Proven knowledge of the Superintendencia de Administración Tributaria (SAT), Instituto Guatemalteco de Seguridad Social (IGSS), and applicable Guatemalan tax, labor, and regulatory requirements.
- Up-to-date knowledge of tax laws, FEL, labor regulations, and tax reporting.
- Experience preparing financial reports for donors is valued.
- Proficiency in accounting systems and advanced Excel skills.
- Financial and budget analysis skills.
- Knowledge of ecological agriculture is valued.
- Close collaboration with the Regional Impact Center Director.
- Coordination with the rest of ECHO’s regional and global team.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions within an office environment.
Work occurs in both office and outdoor farm environments; may include varying levels of noise and activity. Must be able to work constructively under pressure and adapt to changing priorities.
PHYSICAL REQUIREMENTS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to stand; walk; use hands, talk and hear. Fine motor skills such as typing, the use of a computer mouse and telephone handset are required.
The employee is frequently required to reach with hands and arms. The employee is required to sit, stoop, kneel, and crouch.
The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
POSITION TYPE AND EXPECTED HOURS OF WORK:
This is a full-time position. The standard work schedule is Monday through Friday, from 8:00 a.m. to 5:00 p.m., with flexibility depending on training events and travel schedules. Occasional evening and weekend work may be required based on job demands.
TRAVEL:
Travel is primarily within Guatemala and the Central America and Caribbean region, with occasional international travel as needed.
AAP/EEO STATEMENT:
ECHO is an Equal Opportunity Employer. We believe it is our moral and legal obligation to meet the responsibility of ensuring that all management practices regarding employees are conducted in a nondiscriminatory manner.
As a Christian faith-based organization, ECHO may give employment preference to individuals who affirm our Statement of Faith and align with our mission and values. We welcome applicants who are committed to working in a spirit of integrity, collaboration, and mutual respect.
#LI-Onsite
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