Administrative Assistant at Catholic Relief Services (CRS)

Catholic Relief Services is the official international humanitarian agency of the Catholic community in the United States. CRS works to save, protect, and transform lives in need in more than 100 countries, without regard to race, religion or nationality. CRS’ relief and development work is accomplished through programs of emergency response, HIV, health, agriculture, education, microfinance and peacebuilding.

We are recruiting to fill the position below:

Job Title: Administrative Assistant

Job Identification: 3000757
Location: Damaturu, Yobe
Employment Type: Full-time
Job Shift: Day

Job Summary

• 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.

Roles and Key Responsibilities

• 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, 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.
• Supervise the activities of the Guest house attendant and manage staff accommodation bookings in the Guest House.
• Prepare and share utility reports (e.g. monthly generator usage report, office space allocation reports, etc.)

Supervisory Responsibilities:

• Guest House attendant (temp. hire); Admin support assistant (temp. hire)

Key Working Relationships

• Internal: Head of office, Procurement team, Admin team, Finance team, NE operations team, Fleet team, Country Program Global People Resource, NE program team, Cleaners, Security Guards.
• External: Implementing partners, State government officials, Local government officials, Other INGOs, UN Agencies, Traditional institutions, religious leaders.

Basic Qualifications

• Bachelor's Degree or HND 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.

Required Languages - List languages required to perform the job:

• English
• Hausa

Travel:

• Must be willing and able to travel up to 25%.

Preferred Qualifications:

• Experience with 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.

Knowledge, Skills, and Abilities:

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

Agency REDI Competencies (for all CRS Staff)
Agency competencies clarify expected behaviors and attitudes for all staff. When demonstrated, they create an engaging workplace, help staff achieve their best, and help CRS achieve agency goals. These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

• 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.

Agency Leadership Competencies:

• Lead Change - Continually looks for ways to improve the agency through a culture of agility, openness, and innovation.
• Develops and Recognizes Others - Builds the capacity of staff to reach their full potential and enhance team and agency performance.
• Strategic Mindset - Understands role in translating, communicating, and implementing agency strategy and team priorities.

Application Closing Date
3rd July, 2023.