Administrative Assistant – Operations -Hawassa, Ethiopia

About CRS

Catholic Relief Services (CRS) is the official international humanitarian agency of the Catholic community in the United States. CRS works to save, protect, and transform lives in need in more than 100 countries, without regard to race, religion or nationality. CRS’ relief and development work is accomplished through programs of emergency response, HIV, health, agriculture, education, microfinance and peacebuilding. CRS’s Agriculture and Livelihoods team supports farming communities using our Pathway to Prosperity approach, which enables rural families to increase their productivity within sustainable landscapes, achieve a living income and build more resilient communities.

Position Title:                 Administrative Assistant

Required Number:        One

Department:                  Operations

Duty Station:                  CRS Ethiopia/Hawassa

Employment Term:       Definite term (i.e., up to January 2024)

Reports To:                     Administrative Officer

Application Deadline:   December 9, 2022

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.

Job Responsibilities:

Major responsibilities of position (please describe): 

•  Advise and follow up field office procurement, vehicle maintenance and vehicle services.
• Follow up field office vehicles spare parts procurement & maintenance of the vehicles work closely with GARAGE, organizing vehicle receipts, Vehicle work order & vehicle maintenance document, Fuel coupon and log sheet send to fleet unit in Head office.
• Prepare Request for quotation, collect Performa & prepare Bid Analysis.
• Prepare Purchase Request for approval with specifications.
• Follow up the office Equipment supplies & managing fixed asset Ensure provision of office supplies quarterly/semiannually.
• Organize different kind of events and training in the field office
• Maintain all Admin related documents: correspondence letters, copy of lease and service agreements:
• Prepare letter for any related Office activities.
• Keep hard copy and soft copy filling systems for any reference.
• Work closely with security guards, Labors association and cleaners.
• Maintain all Admin related documents: correspondence letters, copy of lease and service agreements:
• Work on travel arrangement & settlement for guests & staffs
• Manage store at office.
• Perform other operations support related activities
• Working closely with Different units in head office (Logistic unit, finance unit, administrative unit, fleet management unit, procurement unit, human resource unit).
• Prepare and ensure Cleaning and Security services completion reports are submitted to operations team in Addis by 1^st of the next month.
• Check Liquidation of advances/ check collections on time.
• Following up exam room for new candidates and send confidentially through emails & mailing to human resource team.
• Opening file for employees includes all initial documents & forms.
• Follow up & maintain timely settlement of payments based on delivery of goods & service.
• Receive the monthly security guard’s performance report from each the company representatives in the Field Offices & reconcile with the field office data.

Disclaimer:  This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.

Typical Background, Experience & Requirements:

Education and Experience

• Completion of BA/BSC Degree or College Diploma in Business administration, management, Accounting and finance and related field of studies with 3 years’ experience for BA/BSC Degree or 6 years’ experience for diploma
• Experience working in Procurement, General services, an office environment in a clerical or administrative role. Experience with a local or international NGO is a plus.
• Experience with typing/word processing, data entry into online databases and forms, and working with various office equipment.
• Experience in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems. Proficient in Word.

Personal Skills

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

Required/Desired Foreign Language: English.

Travel Required: maximum 10% and occasional travel to Addis.

Key Working Relationships:

Supervisory: NA

Internal: Supply chain staffs at field office, finance, field monitoring staffs, all drivers.

External:  service providers, Daily Laborer’s, Cleaning and Security companies and staffs, partners and local Government and vendors.

Agency-wide Competencies (for all CRS Staff):

These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

·       Integrity

·       Continuous Improvement & Innovation

·       Builds Relationships

·       Develops Talent

·       Strategic Mindset

·       Accountability & Stewardship