Job Title: Administrative Officer
Hiring Organization: Catholic Relief Services
Location – Locality: Nairobi
Location – Region: Kenya
Industry: NGO
Job Type: Full Time
Salary: KES
Date Posted: 06/11/2024
About
CRS
Catholic
Relief Services (CRS) carries out the commitment of the Catholic Bishops of the
United States to assist the poor and vulnerable overseas. Our Catholic identity
is at the heart of our mission and operations. We welcome as a part of our
staff and as partners people of all faiths and secular traditions who share our
values and our commitment to serving those in need.
CRS is an international non-governmental organization (NGO) supporting relief and development work in over 100 countries around the world. CRS programs assist persons on the basis of need, regardless of creed, ethnicity, race or nationality. CRS works through local church and non-church partners, including the Government to implement its programs.
CRS opened operations in Kenya in 1965. For over 50 years, we have worked throughout the country to implement programs in agriculture, livelihoods, health and nutrition, water, sanitation, emergency relief and peace building. We have built deep relationships with the Government of Kenya and the Catholic Church through ongoing collaboration and support.
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:
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
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.
