Job Summary:
The Administrative Officer will coordinate the provision of responsive, effective, and efficient administrative services in support of the Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable. You will help ensure stewardship of resources and a high-quality service approach are integrated into administrative systems, policies, and procedures. You will support the Kenya and Somalia country programs, the East Africa Regional Office (EARO), other EARO country programs for travel and other needs on request, and other regions/global departments for meetings hosted in Nairobi and other special projects on occasion / as requested.
Job Responsibilities:
- Assist in planning, coordinating, monitoring and reporting on activities and required resources to ensure cost efficient and quality service delivery from administrative support functions. Anticipate delivery challenges to ensure service continuity.
- Assist in ensuring administrative systems, processes, and policies are in line with agency standards and donor and local law regulations. Recommend changes in office practices and coordinate revision of systems, policies, and procedures to contribute to operational excellence.
- Engage and maintain relationships with relevant external stakeholders (government officials, service providers, travel agencies, hotels, etc.) on assigned administrative matters and help ensure required authorizations and documents are up-to-date.
- Offer support for logistical and administrative needs including temporary accommodations, hotel bookings, travel, and telecommunications.
- Support in the provision of travel and logistics support and services to CRS staff and visitors. Update staff on travel requirements including changes, manage event planning activities, including delegation visits, trainings and workshops.
- Ensure a complete, accurate and up-to-date document trail of all procurement processes, vendor files, procurement and inventory database to assist with control and accountability. Prepare reports and facilitate document retrieval.
- Adhere to CRS' principles of confidentiality in relations to staff, partners, vendors and other stakeholders. Report to the management potential irregularities or any misbehavior that occurs
- Backfill for the Kenya/EARO front office receptions when required, and perform any other duties as may be assigned by the supervisor to meet the needs of the unit and operations department as and when needed.
Knowledge, Skills and Abilities
- Very good planning, organizational and time management skills
- Ability to make sound judgment and good decisions
- Strong customer service orientation with very good communication and interpersonal skills
- Ethical conduct and ability to maintain confidentiality
- Proactive, resourceful, solutions-oriented and results-oriented
- Demonstrated commitment to respect, equity, diversity, and inclusion.
Required Languages: Excellent written and verbal English
Travel: Must be willing and able to travel up to 5 – 10% to field office locations.
Key Working Relationships:
Supervisory: None
- Internal: CRS Kenya staff, EARO Staff, all other Country Programs in the Region and HQ departments
- External: Vendors, Service providers, Corporate Travel, UNHAS, Consultants, Health providers, Embassies, Consulates, Government bodies
QUALIFICATIONS
Background, Experience & Requirements:
Education and Experience
- Bachelor's Degree in Business Administration or other relevant field.
- Minimum of 3 years work experience in administrative support functions
- Office management experience a plus. Experience with an NGO required; experience supporting multiple countries or a regional office highly preferred.
- Experience and proficient skills in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems.
Preferred Qualifications
- Procurement experience a plus.
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