Administrative Officer

Job Posting Organization:
Catholic Relief Services (CRS) is the official international humanitarian agency of the Catholic community in the United States. Established to save, protect, and transform lives in need, CRS operates in more than 100 countries, providing 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 diverse faiths and secular traditions who share its values and commitment to serving those in need. The organization emphasizes a collaborative, mission-driven culture and offers a comprehensive benefits package to its employees.

Job Overview:
The Administrative Officer will report directly to the Operations Manager and is responsible for coordinating the provision of effective and efficient administrative services that support the mission of Catholic Relief Services (CRS) to serve the poor and vulnerable. This role is crucial in ensuring that resources are managed responsibly and that a high-quality service approach is integrated into administrative systems, policies, and procedures. The Administrative Officer will support the Kenya Country Office, the East and Southern Africa Regional Office (ESARO), and other CRS country programs, assisting with travel and other administrative needs as requested. The position also involves collaboration with various global departments for meetings hosted in Nairobi and special projects as needed. The Administrative Officer will play a key role in enhancing the operational efficiency of the organization by ensuring that administrative functions are executed in line with agency standards and compliance requirements.

Duties and Responsibilities:

• Front Office and Financial Administration: Coordinate and oversee the Nairobi front office operations, ensuring a professional and welcoming reception environment. Provide visitor support by managing inquiries and directing them appropriately. Prepare, review, and track payment schedules for office utilities and service providers, ensuring accuracy and timely submission to Finance. Validate payment documentation and maintain accurate records for financial accountability.
• Administrative Operations & Service Delivery: Support the planning, coordination, and monitoring of administrative functions to ensure efficient service delivery. Maintain administrative systems and documentation to ensure compliance with CRS policies and local regulations. Manage office supplies and inventory control systems. Supervise outsourced service providers to ensure compliance with service level agreements. Liaise with facilities management on office maintenance and safety compliance. Coordinate issuance and tracking of staff SIM cards and manage mail and courier services. Support onboarding processes for new staff.
• Travel, Logistics & Visitor Support: Provide comprehensive travel and logistics coordination, including flight bookings and accommodation arrangements. Serve as a focal point for visitors, coordinating logistics in collaboration with the Procurement team. Support the organization of workshops and meetings by coordinating venues and materials.
• Stakeholder & External Relations: Maintain effective relationships with government offices, service providers, and external partners to ensure smooth operations. Monitor compliance requirements and ensure documentation remains valid.
• Procurement & Supply Chain Administrative Support: Review and verify Request for Goods and Services submissions for accuracy. Guide staff on documentation and compliance requirements. Assist with duty exemption documentation and coordinate with clearing agents. Backstop Supply Chain functions by receipting goods and services in the system.

Required Qualifications:
The ideal candidate should possess excellent written and verbal communication skills in English. They should demonstrate very good planning, organizational, and time management skills, with the ability to make sound judgments and decisions. A strong customer service orientation and interpersonal skills are essential. The candidate must exhibit ethical conduct and maintain confidentiality, while being proactive, resourceful, and results-oriented. Supervisory responsibilities are not required for this position.

Educational Background:
A Bachelor’s Degree in Business Administration, Management, or a related field is required for this position. This educational background will provide the necessary foundation for understanding the administrative and operational functions of the role.

Experience:
Candidates should have a minimum of 3-5 years of work experience in administrative support functions, preferably within an international NGO or donor-funded program. Demonstrated office management experience, including oversight of facilities and vendor management, is highly preferred. Experience supporting multi-country operations or regional offices is also advantageous. Proficiency in the MS Office suite (Excel, Word, PowerPoint, Visio) and information management systems is required.

Languages:
Excellent written and verbal English is mandatory for this position. Knowledge of additional languages may be considered an asset but is not explicitly required.

Additional Notes:
The position is based in Nairobi, Kenya, and may require travel up to 10% to field office locations. CRS offers a comprehensive benefits package and emphasizes a collaborative, mission-driven culture. The organization is committed to safeguarding the rights and dignity of all individuals, especially children and vulnerable adults, and expects all staff to adhere to its Code of Conduct. The recruitment process is free of charge, and candidates are encouraged to apply regardless of their background.