Career Opportunities at Catholic Relief Services

Roles for the Administration Officer Job

• Coordinate and report on activities and required resources to ensure cost efficient and quality service delivery from administrative support functions.
• Help ensure administrative systems, processes, and policies are in line with agency standards and donor and local law regulations.
• Serve as liaison for Human resources support for the project office.
• Engage with relevant external stakeholders (government officials, landlords, service providers, etc.) on assigned administrative matters and help ensure required authorizations and documents are up-to-date.
• Coordinate the efficient use of CP assets and rented facilities. Help ensure fully compliant procurement of office materials and asset management systems.
• Help identify safety issues and ensuring a safe and sound work environment.
• Coordinate the provision of travel and logistics support and services to staff and visitors. Coordinate event planning activities, including delegation visits, trainings and workshops.

Administration Officer Job Requirements

• Degree in Business Administration or relevant field required. Certification in Project Management and HR will be an added advantage.
• Minimum of 3 years work experience in administrative support functions, with increasing responsibility. Experience with a local or international NGO a plus.
• Knowledge of the USAID procurement, taxation of U.S. Government Foreign Assistance and travel related policies and procedures within Kenya.
• Experience in HR administration and processes
• Additional education may substitute for some experience.
• Experience and proficient skills in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems.
• Supervisory experience preferred.

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You will provide service in the day-to-day delivery of responsive, effective and efficient administrative activities in support of the Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable. You will provide consistent and high-quality service and contribute to the proper stewardship of resources to help ensure operational effectiveness in support of high-quality programming.

Roles for the Administrative Assistant Job

• Manage the front office, direct all visitors and adhere to front office security and safety procedures.
• Facilitate communication with all units of the organization and external stakeholders as relevant. Send/receive and distribute all incoming and outgoing mail/ faxes/ letters/ documents. Maintain a logical catalogue of the organization’s filing system.
• Provide specialized administrative transactions and processes (e.g. translate, type, proofread, and/or format documents; record and transcribe meeting minutes; draft simple correspondence messages).
• Prepare transactional documents in support of general operations processes and support coordination of transaction processing (e.g. office utilities, payment requests, travel authorizations, travel advances, visas, etc.).
• Compile data, perform data entry and data verification in relation to general administration processes (e.g. various contact lists, employee leave balances, staff attendance reports, Vehicle Log Sheets review, visitors’ welcome packages, etc.).
• Support travel and logistics arrangements for staff and visitors. Schedule and coordinate appointments. Provide logistical and communication support to event planning activities.
• Support implementation of property management processes, such as property receipt and distribution, property labeling, physical counts, etc.

Administrative Assistant Job Requirements

• Minimum Diploma in Business Administration, Office Management or related field required. Degree in Business Administration or related field and Certification in Project Management will be an added advantage.
• 3 years’ experience working in an office environment in a clerical or administrative role. Experience in front office management with a local or international NGO a plus.
• Additional education may substitute for some experience.
• Experience with typing/word processing, data entry into online databases and forms, and working with various office equipment. Experience in PABX system is an added advantage.
• Experience in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems. Proficient in Word.
• Ability to learn and adopt new systems and software quickly