Administrative Assistant at Catholic Relief Services Kenya Program (CRS)

Department: Operations-CRS Kenya - Somalia

Band: 4

Reports To: Senior Officer – Supply Chain

Country/Location: Kenya/Nairobi

Job Summary:

You will help coordinate activities related to asset management, inventory of asset, goods and commodities, monitoring of asset location and dispatch in support of the delivery of high-quality programming to the poor and vulnerable. You will coordinate payment related to procurement of goods, assets, commodities and other procurement processed, except travel, accommodation and conference facilities; help to ensure goods entrusted to the organization by donors are maintained applying established standards and in compliance with CRS and donor regulations, and international and local supply chain accountability standards and requirements.

Job Responsibilities:

• Coordinate activities to ensure regular and proper inventory count and reporting are conducted, in compliance with the agency policies and procedures related to inventory management and in line with donors’ requirement.
• Conduct routine inspections and take immediate action to eliminate damages and deficiencies on country program assets, goods and commodities.
• Coordinate with the logistics team to schedule the timely independent inventory count in line with the agency policy requirements and donors’regulations
• Ensure inventory reports done accurately, up to date and timely submitted
• Coordinate the preparation of procurement ‘suppliers and vendors payment; Responsible for ensuring accuracy and completeness of payment required supporting documentation
• Ensure submission of full package of payment request timely to Finance; Follow-up with Finance the status of submitted payment request to ensure suppliers/vendors are timely paid
• Ensure accurate and timely communication to suppliers and vendors related to status of payment of accepted invoices; Play the role of main contact person for payment
• Ensure Supply Chain department files are in compliance with the agency policies and procedures and meet donors’ requirements and regulations
• Support the Logistics Officer in preparing the country program DA 1 Forms. Ensure accuracy, quality and correct data reported in the DA 1 Form; Ensure timely approval of completed DA 1 and support the Logistics Manager to get the DA1 ready for submission to the government of Kenya related office
• File and distribute documents as required and assist with the preparation of reports related to goods movements, damage, or loss, inventory stock control, and warehouse activities.

Background, Experience & Requirements:

Education and Experience

• Diploma in Business Administration, Accounting, Procurement, General Stock Management, Or related field
• Minimum of 2 years work experience in inventory or warehouse coordination, preferably with an international organization.
• Knowledge and understanding of inventory management and control principles.
• Ability to manage manual workforce
• Proficient in MS Office package (Excel, Word). Experience with database management systems (e.g. MS Access) is a plus.

Personal Skills

• Good coordination, prioritization, and time management skills
• Ethical conduct in accordance with recognized professional and organizational codes of ethics
• Good communication and relationship management skills
• Proactive, resourceful, solutions-oriented and results-oriented
• Required/Desired Foreign Language
• Fluent in reading, speaking and writing English

Internal: Supply Chain staff, Admin, Finance, Fleet,

External: Suppliers, vendors,

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.

• Trusting Relationships
• Professional Growth
• Partnership
• Accountability

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.