Administrative Assistant (REF:2019/041) at Catholic Relief

Department: Operations

Band: 4

Reports To: Head of Office

Country/Location: Mogadishu, Somalia

Job Summary:

You will provide service in the day-to-day delivery of responsive, effective and efficient administrative activities in support of 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.

Job 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.
• Visit government offices to pay taxes and update legal documents.
• Keep track of office supplies and prepare advance requests to purchase office supplies.
• Support procurement by delivering RFQs to vendors and collecting EOIs.
• Other administrative support as assigned.

Typical Background, Experience & Requirements:

Education and Experience

• Secondary 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.
• 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) and information management systems. Proficient in Word.

Personal Skills

• 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

Required/Desired Foreign Language

Fluency, including reading and writing, in Somali and English required.

Travel Required (include percentage of required travel, if applicable)

No travel required.

Key Working Relationships:

Supervisory: None

Internal: CRS staff in Mogadishu, Baidoa, and elsewhere

External: Partner organizations, suppliers, government

Agency-wide Competencies (for all CRS Staff):

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.

• Integrity
• Builds Relationships
• Continuous Improvement & Innovation
• Accountability & Stewardship
• Develops Talent
• Strategic Mindset

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