Administrative Officer

1 week ago

Nairobi, Nairobi Area, Kenya Catholic Relief Services- CRS Full time

ABOUT THE COMPANY

Catholic Relief Services was founded in 1943 by the Catholic Bishops of the United States. Since then, we have expanded in size to reach more than 130 million people in more than 100 countries on five continents. For over 75 years, the mission of CRS has been to assist impoverished and disadvantaged people overseas, working in the spirit of Catholic social teaching to promote the sacredness of human life and the dignity of the human person. Our operations serve people based solely on need, regardless of their race, religion, or ethnicity. CRS has worked in Kenya since 1965. The Kenya programme currently has offices in, Marsabit, Isiolo, Kisumu, Mombasa, and Kilifi in Kenya. Our mission is rooted in the Catholic faith, while operations serve people based solely on need, regardless of their race, religion, or ethnicity.

Our programme areas focus on youth, child development and care reform, peace building, emergency response, agriculture and livelihoods, water, health and orphans and vulnerable children. We have focus on cross cutting thematic areas including environmental management and climate change, private sector, local capacity building and gender. This work is implemented in partnership with county and national governments as well as civil society, including faith-based and secular organizations. CRS Kenya's work is almost exclusively with and through local partners and Government agencies.

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. Knowledge, Skills and AbilitiesVery good planning, organizational and time management skillsAbility to make sound judgment and good decisionsStrong customer service orientation with very good communication and interpersonal skillsEthical conduct and ability to maintain confidentialityProactive, resourceful, solutions-oriented and results-orientedDemonstrated commitment to respect, equity, diversity, and inclusion.Required Languages: Excellent written and verbal EnglishTravel: Must be willing and able to travel up to 5 – 10% to field office locations.Key Working Relationships: Supervisory: NoneInternal: CRS Kenya staff, EARO Staff, all other Country Programs in the Region and HQ departmentsExternal: Vendors, Service providers, Corporate Travel, UNHAS, Consultants, Health providers, Embassies, Consulates, Government bodiesQUALIFICATIONSBackground, Experience & Requirements: Education and ExperienceBachelor's Degree in Business Administration or other relevant field. Minimum of 3 years work experience in administrative support functionsOffice 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 QualificationsProcurement experience a plus.

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 occursBackfill 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.

REQUIRED SKILLS

Reporting, Document and archive management, Office administration, management, Office supplies management, Logistics planning and management, Office tools: Word, Excel, Outlook, Communication, Data analysis

REQUIRED EDUCATION

Bachelor's degree

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