About the Organisation

Catholic Relief Services (CRS) is a renowned humanitarian organization working to eradicate poverty and uphold human dignity through long-term development, emergency relief, and peacebuilding programs.

Founded in 1943 by the U.S. Catholic Bishops, CRS has become a trusted leader in international aid, supporting millions in over 100 countries. Known for its ethical service delivery, CRS excels in disaster relief, agriculture, health, education, and economic development.

The organization fosters a value-based work culture prioritizing integrity, compassion, and respect, offering significant career opportunities in an inclusive, diverse environment with flexible work arrangements. CRS collaborates with local businesses, leveraging cutting-edge technology and research-based solutions for maximum impact.

Job Summary

The Administrative Officer at Catholic Relief Services will ensure timely, efficient, and effective administrative services to support the organisation’s mission of serving the poor and vulnerable. The role maintains administrative systems, policies, and procedures, upholding a commitment to high-quality service and responsible resource use.

Roles, Duties, and Responsibilities

Facilitate clear communication between all parts of the organisation and important external parties
Manage all incoming and outgoing mail, faxes, letters, and documents, including their dispatch, receipt, and distribution
Perform specialized administrative tasks, such as translation, typing, proofreading, formatting documents, taking and transcribing meeting minutes, and drafting basic letters
Ensure the agency's administrative systems, policies, and processes comply with agency, donor, and local legal requirements
Liaise with external parties, such as government officials, landlords, and service providers, to address administrative matters and ensure all necessary approvals and documentation are current
Ensure the Country Program (CP) assets and leased spaces are optimally utilized and managed
Handle procurement of office supplies and asset management, including receiving and distributing property, tagging, and conducting physical inventory counts
Compile, enter, and verify administrative data, such as visitor information packets, staff attendance and leave reports, vehicle log sheets, and contact lists
Identify and report safety and security issues to maintain a safe workplace
Coordinate travel and logistics for staff and visitors to ensure smooth and efficient mobility
Plan and organize events such as seminars, trainings, and delegations visits

Qualifications, Education, and Competencies

Bachelor's degree in Business Administration (preferred)
At least three years of experience in an office setting as a secretary or administrator
Experience working with a local or international NGO is an advantage
Further education may substitute for experience

Preferred Skills and Experience

Typing and word processing, data entry into online forms and databases, and proficiency in various office equipment
Knowledge of MS Office (Excel, Word, PowerPoint, Visio) and information management systems
Advanced proficiency in Word

Skills, Knowledge, and Abilities

Strong planning, organizing, and time management skills
Strong focus on customer service and excellent communication and interpersonal skills
Strong ethics and confidentiality
Proactive, resourceful, solution-focused, and results-oriented

Required Languages

Fluency in English with strong oral and written communication skills. Knowledge of local languages in the RESAf districts is an advantage.

Travel

Willing and able to travel up to 30% of the time in the work area.

Agency-wide Competencies (for all CRS Staff)

Agency competencies articulate expected behaviors and attitudes for all employees, fostering an engaging workplace, empowering staff to excel, and helping CRS achieve its mission. Rooted in CRS's mission, values, and guiding principles, these competencies enable staff to perform their roles and achieve desired results.

Personal Accountability: Consistently takes responsibility for actions
Acts with Integrity: Demonstrates behaviors aligned with CRS's mission and principles; inspires trust by aligning words and actions
Builds and Maintains Trust: Ensures consistency between words and actions
Collaborates with Others: Works effectively in diverse teams
Open to Learn: Seeks experiences that challenge perspectives or foster growth

Agency Leadership Skills

Lead Change: Promotes flexibility, integrity, and innovation to strengthen the agency
Develops and Recognizes Others: Supports staff potential and enhances team and agency performance
Strategic Mindset: Translates and executes agency strategy and team goals