Administrative Assistant – CAPACities At Catholic Relief Services

About 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.

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:

• Properly manage the assigned CRS Vehicle and rental vehicles in the area in accordance with CRS vehicle management policies. Encode logsheet and maintenance to the Vehicle Management System (VMS). Submit vehicle reports on time.
• Provide guidance and supervision to the on-call driver.
• Perform due diligence and security check to all identified suppliers for the project.
• Will be assigned with Insight Preparer and Requisitioner Persona.
• Record and monitor each movement of an inventory. This includes the monitoring of leased spaces (such as but not limited office space, staff house)
• Ensure proper record keeping of project documents as it is subject for audit.
• Support Finance, GPR, Procurement in receiving and filing of documents (such as but not limited to liquidations/reimbursements, SOA/Billing Statements, etc.) and transmit to the identified recipient. Shall be the focal person for payment follow-ups of vendors/suppliers.
• 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. RFGS preparation, receiving of goods, etc.).
• Compile data, perform data entry and data verification in relation to general administration processes (e.g. various contact lists, 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.
• Attends to visitors and deal with inquiries on the phone and face to face. Supply accurate information regarding the organization to the general public, clients, customers, partners and donors. Receives and sorts mail and deliveries. Ensures knowledge of staff movements in and out of the organization.
• Other tasks assigned by the supervisor.

Basic Qualifications

• Bachelor’s Degree in Business Administration or relevant field 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 – Fluent in written and spoken Filipino and English

Travel – Must be willing and able to travel up to 10 %.

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

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.

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.

Supervisory Responsibilities (if none, state none) – On Call Driver

Area of Assignment: Tagbilaran City, Bohol

Key Working Relationships:

Internal – Supply Chain staff, Admin Staff, Finance Staff, GPR Staff, Program Staff

External – Vendors and Partner Agencies

***Our Catholic identity is at the heart of our mission and operations. Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. We welcome as a part of our staff people of all faiths and secular traditions who share our values and our commitment to serving those in need. CRS’ processes and policies reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.

Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.

CRS’ talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.

CRS prioritizes candidates who are citizens/ permanent residents of the countries where we have CRS offices.

CRS is an Equal Opportunity Employer