Catholic Relief Services (CRS)

Procurement / Admin Assistant

Catholic Relief Services (CRS)

Job Description

 

CRS JOB DESCRIPTION

Job Title: Procurement/ Admin Assistant **

Department: Operations**

Compensation Band: 4

Reports To: Operations Manager

Country/Location: Egypt/Maadi

Background

The CRS Egypt country program began in 1956 at the invitation of the Egyptian president Nasser by providing relief assistance to the victims of the Suez War. Over the following few decades, CRS Egypt moved from large-scale food relief to long-term poverty alleviation and development programs. CRS Egypt works in a wide variety of areas within the development field.

Currently, CRS Egypt has three main programs: education assistance program and livelihoods program for refugee support, and local partnership. Projects under these programs range from the provision of technical assistance and Capacity Building to partners, promoting peace and tolerance, educational grants for refugees and assistance to refugee community schools, and Technical Support and start-up funds for refugee and vulnerable Egyptian entrepreneurs. Additional programming includes Emergency Preparedness and Response projects that arise as needed. The Operations Department, supported by a regional Management Quality unit, ensures the country program develops and maintains the highest level of operational standards.

CRS Egypt currently holds a main office in Garden City, Cairo, and the refugee support sub-office in Maadi with activities in Greater Cairo, Upper Egypt and the North Coast.

The Safeguarding Team supports these programs by systematically ensuring the safety, dignity, and meaningful access of CRS project beneficiaries is protected and that CRS activities do not unintentionally increase beneficiaries’ exposure to protection risks. The Safeguarding team’s activities range from leading safety and safeguarding risk assessments of project activities; conducting risk analyses of new projects; training beneficiaries, partners, and other stakeholders on expected staff behaviors and reporting mechanisms; running the Country Program’s beneficiary feedback/accountability system; managing the internal and external referral system; and ensuring CRS and partner staff receive the necessary capacity building and follow-up support to incorporate safeguarding principles into their work. As the CRS Egypt Country Program has over 10 partners and directly serves over 60,000 beneficiaries a year, managing these safeguarding initiatives requires substantial full-time staff as well as volunteers.

Job Summary:

As the Admin/Procurement Assistant for the School Safeguarding project, you will help manage the purchase of goods and services needed to improve the safety of refugee community schools. Additionally, you will provide administrative support to the project team.

Job Responsibilities:

· Search for competent, reputable, and reliable suppliers of goods or services.

· Visits suppliers (company site, stores, and/or production facilities) to collect information and support the due diligence process.

· Purchases items following CRS procurement documents (i.e. Purchase Order), instructions, and standards.

· Ensuring all the supporting documentation is accurate and on file to assist the timely payment to vendors; and, follows up with requestors, suppliers, and other relevant parties to address any deficiencies and/or discrepancies in accordance with CRS policies and standards and other donor requirements.

· Assist the administrative/procurement team in procedures consistent with CRS, donor, and other regulations with integrity, which may include, but is not limited to: identifying vendors, circulating tenders and soliciting bids, serving on bid committees, collecting and completing necessary documentation, and filing.

· Ensure all procurement records are on file for control and reference.

· Maintain relationships with vendors/suppliers. Continuously solicit input from Project Officer on vendor performance and track/report on experiences.

· Communicate with departments throughout the procurement process until goods have arrived at the designated location.

· Prepare transactional documents in support of general operations processes and support Coordination of transaction processing (e.g. payment requests, travel authorizations, travel advances, visas, etc.).

· Provide specialized administrative transactions and processes (e.g. translate, type, proofread, and/or format documents; record and transcribe meeting minutes; draft simple correspondence messages).

Typical Background, Experience & Requirements:

Education and Experience

· Bachelor’s degree in a directly related field

· Two years’ experience working in an office environment in a clerical or administrative role.

· Experience with a local or international NGO a plus.

· Additional education may substitute for some experience.

· 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

· Excellent command in English and Arabic.

Travel Required (include percentage of required travel, if applicable)

· Job requires travel to sites within Greater Cairo area. (Approx. 15 %)

Key Working Relationships:

Supervisory: None.

Internal: School Safeguarding Project Officer, Operations Manager, Procurement Team, Finance Team.

External: Refugee Community School Staff and Suppliers/Vendors of procured goods and services.

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 and Stewardship

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

CRS' talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.

Equal Opportunity Employer

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