Administrative Assistant

You will provide service in the day-to-day delivery of responsive, effective and efficient administrative activities in support of the Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable. You will provide consistent and high-quality service and contribute to the proper stewardship of resources to help ensure operational effectiveness in support of high-quality programming.

• →Facilitate communication with all units of the organization and external stakeholders as relevant. Send/receive and distribute all incoming and outgoing mail/faxes/letters/documents.
• →Provide specialized administrative transactions and processes (e.g. translate, type, proofread, and/or format documents; record and transcribe meeting minutes; draft simple correspondence messages).
• →Prepare transactional documents in support of general operations processes and support coordination of transaction processing (e.g. payment requests, update payment tracker, travel authorizations, travel advances, visas, etc.).
• →Compile data, perform data entry and data verification in relation to general administration processes (e.g. various contact lists, employee leave balances, staff attendance reports, Vehicle Log Sheets review, visitors' welcome packages, etc.).
• →Support travel and logistics arrangements for staff and visitors. Schedule and coordinate appointments. Provide logistical and communication support to event planning activities.
• →Support implementation of property management processes, such as property receipt and distribution, property labeling, physical counts, etc.
• →Prepare and share utility reports (e.g. monthly generator usage report, office space allocation reports, etc.)
• →Ensure regular update of Assets and inventory for the office.

Required Languages - English

Travel - Must be willing and able to travel up to 25%

Knowledge, Skills and Abilities  

• →Good time management skills with the ability to work on multiple tasks.
• →Strong customer service orientation with good communication and interpersonal skills 
• →Proactive, resourceful, solutions oriented and results oriented.

• Experience typing/word processing, data entry into online databases and forms, and working with various office equipment.
• Experience in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems. Proficient in Word.

• High School diploma required. Professional diploma/Certificate or courses in Administration preferred.
• Two years’ experience working in an office environment in a clerical or administrative role. Experience with a local or international NGO a plus.
• Additional education may substitute for some experience.

• Personal Accountability – Consistently takes responsibility for one’s own actions. 
• Acts with Integrity - Consistently models values aligned with CRS Guiding Principles and mission.  Is considered honest.
• Builds and Maintains Trust - Shows consistency between words and actions.
• Collaborates with Others – Works effectively in intercultural and diverse teams.
• Open to Learn – Seeks out experiences that may change perspective or provide an opportunity to learn new things.

CRS is committed to ensuring the safety and well-being of all people who interact with our work. We uphold the highest standards of safeguarding and expect all staff and partners to respect and protect the dignity and rights of everyone from any form of harm, abuse, harassment, or exploitation. All staff are required to follow CRS’s safeguarding policies and procedures and to complete mandatory safeguarding e-learning courses upon hire and on an annual basis.