Administrative Support

Job Posting Organization:
Catholic Relief Services (CRS) is the official international humanitarian agency of the Catholic community in the United States. Established to serve the poor and vulnerable, CRS operates in more than 100 countries, providing relief and development assistance without regard to race, religion, or nationality. The organization focuses on various sectors including emergency response, health, agriculture, education, microfinance, and peacebuilding. CRS is committed to safeguarding children and vulnerable adults from abuse and exploitation, and it welcomes individuals from all faiths and secular traditions who share its values and commitment to service. The organization emphasizes a collaborative, mission-driven culture aimed at improving lives globally.

Job Overview:
The Administrative Support role at Catholic Relief Services is crucial for ensuring the smooth processing of payments and maintaining high standards of operational efficiency. The incumbent will be responsible for reviewing invoices submitted from various countries, ensuring their completeness and accuracy before entering them into CRS's ERP system. This position requires effective communication with requestors, procurement, and finance teams to resolve any issues that may arise. The role also involves maintaining excellent records on the payment tracker, facilitating communication with stakeholders, and supporting continuous improvement in requisition preparation processes. The successful candidate will play a key role in enhancing the overall efficiency of the administrative processes within the organization.

Duties and Responsibilities:

• Receive and process all documentation, particularly invoices, for timely payment according to agency guidelines.
• Establish and maintain strong relationships with vendors while ensuring objectivity and high service delivery standards.
• Facilitate communication with stakeholders to coordinate problem resolution effectively.
• Create and maintain accurate records on the payment tracker for all invoices and payments, ensuring proper matching of purchase orders and supporting documents.
• Maintain communication with stakeholders, providing updates on timelines and tracking slow approvals.
• Research, troubleshoot, and resolve vendor invoice issues, ensuring compliance with Finance and Procurement guidelines.
• Compile data, perform data entry, and verify information related to general administrative processes.
• Facilitate the use and updates of the payment tracker.
• Support communication across all units of the organization and with external stakeholders regarding payments. 1
• Identify recurring issues in requisition preparation processes and recommend solutions for continuous improvement.

Required Qualifications:

• A university degree is required.
• Basic familiarity with NGO procurement and financial processes is essential.
• A minimum of 2 years of experience in an office environment, particularly in clerical or administrative roles.
• Preferred qualifications include familiarity with CRS financial coding structures and a professional diploma or certificate in administration management.
• Experience with data entry into ERP systems, especially Oracle-based systems, is highly desirable.
• Proficiency in the MS Office suite and experience working with various office equipment are also required.

Educational Background:
Candidates must possess a university degree, which serves as the foundational educational requirement for this position. Additional qualifications such as a professional diploma or certificate in administration management are preferred, as they can enhance the candidate's ability to perform effectively in this role.

Experience:
The position requires a minimum of 2 years of experience working in an office environment, specifically in clerical or administrative roles. This experience should ideally include familiarity with NGO procurement and financial processes, which will be beneficial in understanding the operational context of the role.

Languages:
Fluency in English is mandatory for this position, as it is the primary language of communication within the organization and with external stakeholders. Additional language skills may be considered an asset but are not explicitly required for this role.

Additional Notes:
This position does not involve travel and does not have supervisory responsibilities. CRS offers a comprehensive benefits package for U.S.-based staff, including medical, dental, life insurance, vision, and a generous retirement savings plan. For candidates employed outside the U.S., benefits packages will be based on the country of employment. The organization emphasizes its commitment to safeguarding program participants and staff from all forms of exploitation and abuse, and the successful candidate will be expected to adhere to CRS's Code of Conduct. The job description provided is not exhaustive and may evolve as the needs of the organization change.