Administrative Assistant - Facilities at Catholic Relief Services (CRS)

Job Summary:

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 and Key Responsibilities: 

Responsibilities:

1. Facility and Equipment Management: 
   • Conduct routine equipment checks to ensure they are in good working condition
   • Support proper service/maintenance requests in accordance with Agency's policy
   • Maintain an up-to-date inventory of office furniture and equipment
   • Regularly review, clean, and repair furniture as needed
   • Evaluate requests for new furniture and coordinate with vendors and procurement for purchases
   • Order replacement parts, including those for file cabinets
   • Dispose of damaged or broken furniture using environmentally friendly practices
   • Maintain and manage keys for furniture
   • Review and process staff requests for furniture moves
   • Order necessary materials for furniture relocations and storage
2. Documentation and Record Keeping: 
   • Help collate facilities process support documents and store them both on SharePoint and in files
   • Maintain accurate records of all facility-related activities and transactions
3. Guest House Management: 
   • Help maintain a functional booking and management system for CRS guest houses
   • Manage the requests and inventory for the guest house.
4. Vendor and Service Provider Coordination: 
   • Assist with coordinating vendor services
   • Guide and supervise vendors while they are on the premises
   • Contact vendors for various service needs as required
   • Ensure supplies and equipment are in good condition and replaced regularly
   • Act as a liaison between vendors and the organization to ensure smooth service delivery
5. Emergency Response: 
   • Help respond to emergencies or urgent issues as they arise
6. Communication and Administrative Support: 
   • 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
   • Provide specialized administrative transactions and processes (e.g., translate, type, proofread, and/or format documents; record and transcribe meeting minutes; draft simple correspondence messages)
7. Petty Cash Management: 
   • Serve as the backup Petty Cash Custodian
   • In the absence of the primary custodian, manage and maintain the petty cash fund according to established procedures
   • Ensure accurate record-keeping of all petty cash transactions
   • Assist in reconciling petty cash accounts as needed
   • Adhere to all security protocols related to handling and storing petty cash
   • Participate in required training on petty cash management procedures
   • Support the implementation of any new petty cash processes, as directed by management
8. General Facilities Support: 
   • Assist the Facilities Manager with day-to-day operations
   • Contribute to maintaining a safe and efficient work environment
   • Perform other facilities-related tasks as assigned
9. Expatriate Housing Management: 
   • Assist the Senior Facility Officer in identifying and assessing housing options for expatriate staff
   • Support the move-in and move-out processes for expatriate staff, including inventory checks and handover procedures
   • Assist in managing maintenance and repair requests for expatriate housing
   • Assist the Senior Facility officer to maintain up-to-date records of all expatriate housing, including lease agreements, inventories, and maintenance histories
   • Conduct regular inspections of expatriate housing to ensure compliance with CRS safety and security standards
   • Liaise between expatriate staff and property owners/managers to address any housing-related issues or concerns

Basic Qualifications 

• HND/BSc in Business Administration, Economics, Administration, Management, or related Social Science and/or Engineering field.
• Two years’ experience working in an office environment in a clerical or administrative role. Experience with a local or international NGO a plus.

Preferred Qualifications 

• Knowledge of computer software – MS Office, particularly Excel and Word. 
• Basic knowledge of generators, air conditioners, refrigerators, and electric cable connections. 
• Basic knowledge of office and equipment maintenance. 
• Excellent written and oral communication skills in English. 
• Demonstrate a high level of initiative, diplomacy, and tact.
• Must be flexible and work independently and as part of a team.

Knowledge, Skills, and Abilities  

• Good time management skills with the ability to work on multiple tasks
• Strong customer service orientation with good communication and interpersonal skills 
• Proactive, resourceful, solutions-oriented and results-oriented