Administrative Officer at

1 week ago

Nairobi, Nairobi Area, Kenya Catholic Relief Full time

Catholic Relief Services (CRS) is an international non-governmental organization supporting relief and development work in over 99 countries around the world.

CRS programs assist persons on the basis of need, regardless of creed, ethnicity or nationality and works through local church and non-church partners to implement its programs

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.

Requirements
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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