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
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.
How To Apply
