Administrative Assistant - Invoice Processing

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 worldwide, focusing on relief and development work through various programs including emergency response, health, agriculture, education, microfinance, and peacebuilding. The organization 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. CRS has a collaborative, mission-driven culture dedicated to improving lives globally, and it employs a diverse workforce to achieve its mission.

Job Overview:
The Administrative Assistant for Invoice Processing will play a crucial role in supporting the financial operations of Catholic Relief Services by providing administrative support in preparing and processing payments. This position is essential for ensuring timely and accurate invoice processing within CRS’s ERP system. The incumbent will be responsible for reviewing submissions from various countries for completeness and accuracy, engaging with requestors, procurement, and finance teams to resolve any issues that arise, and maintaining high standards of data quality and operational efficiency. The role requires strong attention to detail, excellent communication skills, and the ability to manage multiple tasks effectively while adhering to agency guidelines and timelines.

Duties and Responsibilities:
The key responsibilities of the Administrative Assistant include receiving all documentation, particularly invoices, and processing them promptly for payment in accordance with agency timelines and guidelines. The incumbent will create and maintain strong relationships with all vendors associated with CRS, ensuring high standards of objectivity and service delivery. They will facilitate communication with stakeholders to coordinate problem resolution and maintain excellent records on the payment tracker for all invoices and payments, ensuring that purchase orders and supporting documents are matched according to agency guidelines. The role also involves maintaining communication with stakeholders to update them on timelines and track slow approvals, researching and resolving vendor invoice problems, and ensuring adherence to all finance and procurement guidelines. Additionally, the assistant will compile data, perform data entry and verification related to general administration processes, facilitate the use and update of the payment tracker, and support continuous improvement of requisition preparation processes by identifying recurring issues and recommending solutions.

Required Qualifications:
The position requires a university degree and basic familiarity with NGO procurement and financial processes. Candidates should have at least 2 years of experience working in an office environment in a clerical or administrative role. Preferred qualifications include familiarity with CRS financial coding structures, a professional diploma or certificate in administration management, and experience with data entry into ERP systems, particularly Oracle-based systems. Proficiency in the MS Office suite and experience working with various office equipment are also highly desirable.

Educational Background:
Candidates must possess a university degree as a minimum educational requirement. 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 ideal candidate should have a minimum of 2 years of experience in an office environment, specifically in a clerical or administrative capacity. This experience should include familiarity with financial processes and administrative support functions, which are critical for the successful execution of the responsibilities associated with this position.

Languages:
Fluency in English is mandatory for this position. Proficiency in additional languages may be considered an asset but is not required.

Additional Notes:
This position does not involve supervisory responsibilities and does not require travel. CRS offers a comprehensive benefits package for U.S.-based staff, including medical, dental, life insurance, vision, and a generous retirement savings plan. For successful candidates employed outside the U.S., benefits packages are based on the country of employment. The organization emphasizes its commitment to safeguarding program participants, community members, staff, and volunteers from all forms of exploitation and abuse. The successful candidate will be expected to sign and adhere to CRS's Code of Conduct. CRS is an Equal Opportunity Employer and prioritizes candidates who are citizens or permanent residents of the countries where CRS has offices.