Administration Officer 50 views

About CRS

Catholic Relief Services 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 has been working in Ethiopia for nearly 60 years, responding to natural and man-made disasters affecting Ethiopia’s most vulnerable communities. Moving beyond emergency response, CRS’ disaster mitigation and recovery projects in drought and flood-prone areas have rebuilt individual and community assets through non-food aid in the form of agriculture, livestock, health, nutrition, and water and sanitation assistance.

Job Title:                Administration Officer

Job grade:                      5

Required number:        One

Department:                 Operations

Employment Term:      Indefinite

Reports To:                   Administration Manager

Country/Location:       CRS Ethiopia/Addis Ababa

Deadline:                        May 9, 2024

Job Summary:

You will support Catholic Relief Services’ (CRS) activities based in Addis Ababa to ensure implementation of high-quality Operations serving the poor and vulnerable. As an Administration Officer, you will ensure the development and effective management of operational systems, travel, resources and support the delivery of high-quality operational activities in coordination with CRS Operations and programming team both in Addis Ababa and field offices.

Job Responsibilities:

• Making sure operational activities including travel, flight and hotel booking, incoming visitors tracking, and field office supports are done in a timely manner and in line with CRS policies and procedures.
• Ensure all works are delivered with high quality in an efficient manner and adhere to policies, including property and travel management. Manage risk and address challenges that affect the proper stewardship, optimal utilization and maintenance of organizations assets and resources (financial, human, and material).
• Manage planning and implementation of all key activities in operations department ensuring alignment with Country Program, CRS agency and donor strategic programming and operations excellence priorities and standards.
• Support field office operations functions – systems and processes– that meet CRS’ standards, donor requirements, and local regulations and that are in support of high-quality programming and operational activities.
• Serve as the focal point for the field office in liaising Security guards and cleaning services providing companies on the day-to-day activities including deployment and terminating staffs from these companies.
• Communicate with guards and cleaning service providing companies for those identified challenges and mitigate possible safety and security risks. Ensure a safe work and living environment through following up implementation of staff care and well-being best practices.
• Ensure the well being of cleaners and guards at CRS field offices through conducting scheduled field travel, communicating through emails, and using CRS monthly service confirmation reports from each field offices.
• Effectively manage and follow up those visitors about the country context, accommodation information including details, CRS office information including vehicles arrangement details for picking and dropping up.
• Make sure that operational related RFGS, POs, and payment requests are done on time and follow up the approval process based on approval matrix, CRS policies and procedure. Maintain tracking of RFGSs and payment requests and update the status to concerned / field offices on regular bases.
• In collaboration with field office manages and Operations Manager, strengthen existing relationships with local vendors, including hotel service providers
• As parts of operations team, actively participate and support in maintaining visa, work permits, residence IDs, and getting personal effects loaded and unloaded.
• Proactively and effectively manage resources and promote stewardship, ensuring program and operations teams have and optimize the appropriate human, financial, and material resources and tools.
• Create and maintain the proper conditions for learning. Establish a safe environment for the sharing of ideas, solutions, and difficulties and the capacity to detect, analyze and respond quickly to small deficiencies. In consultation with supervisors, help identify capacity strengthening needs.

Typical Background, Experience & Requirements:

Education and Experience

• Master’s Degree or BA degree in Accounting, Business Administration, or economics. Additional experience may substitute for some education.
• Minimum of 2 years relevant work experience for Master’s degree holders or 4 years work relevant work experience for BA degree holders in a non-profit, development, and/or humanitarian organization with progressive responsibilities and reasonable project administration experience. Experience with an international organization a plus.
• Experience working with projects funded by multiple public donors, including USAID.
• Experience in stakeholder management and establishing and strengthening community partnerships.
• Knowledge of fleet, finance, procurement, and general office administrative/management issues
• Skillful in MS Office package (Excel, Word, PowerPoint, Visio), Web Conferencing Applications, and information management systems.

Personal Skills

• Excellent strategic, analytical, systems thinking, and problem-solving skills, with capacity to see the big picture and ability to make sound judgment and decisions.
• ·Strong relations management abilities. Ability to relate to people at all levels internally and externally. Strategic in how you approach each relationship.
•  Team leadership abilitieProactive, resourceful, solutions-oriented, and results-oriented
• Able to live in an environment where everyday comforts may not be readily available.

Required/Desired Foreign Language: English   

Travel Required: 10% -20% travel to field offices, and as and when required to partner offices

Key Working Relationships:

Supervisory: None

Internal: All Country Program staff,

External: Partners, government bodies at different levels, representatives from for-profit and other non-profit organizations, local vendors and service providers.

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