Administrative Assistant

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. The organization focuses on various areas 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 serving those in need. The agency's processes and policies reflect its dedication to protecting the rights and dignity of all people, especially children and vulnerable adults.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the day-to-day administrative activities of Catholic Relief Services (CRS). This position is designed to ensure that the organization operates effectively and efficiently, providing high-quality service to support its mission. The successful candidate will be responsible for facilitating communication within the organization and with external stakeholders, managing incoming and outgoing correspondence, and performing specialized administrative tasks. This role requires a proactive approach to problem-solving and a commitment to delivering excellent customer service. The Administrative Assistant will also be involved in logistical support for events, travel arrangements, and the management of various administrative processes, contributing to the overall operational effectiveness of CRS.

Duties and Responsibilities:
The Administrative Assistant will have a diverse set of responsibilities, including but not limited to: facilitating communication with all units of the organization and external stakeholders; managing the distribution of incoming and outgoing mail, faxes, letters, and documents; performing specialized administrative transactions such as translating, typing, proofreading, and formatting documents; recording and transcribing meeting minutes; drafting simple correspondence; preparing transactional documents to support general operations; compiling data and performing data entry related to administration processes; supporting travel and logistics arrangements for staff and visitors; scheduling and coordinating appointments; providing logistical and communication support for event planning activities; implementing property management processes; preparing, processing, and tracking program documents; providing logistical support for training sessions, workshops, field visits, and donor or partner events; coordinating travel arrangements for field staff; and performing accurate data entry and preparation of Vehicle Management System (VMS) reports on a monthly, quarterly, and annual basis. The position also includes responsibilities related to the Insight system functions, where the staff member will hold the Insight Requisition Preparer Persona or any other persona assigned by the supervisor in accordance with CRS’ internal controls.

Required Qualifications:
Candidates must possess an Associate degree and have 1-3 years of experience working in an office environment in a clerical or administrative role. Additional education may substitute for some experience. Preferred qualifications include a professional diploma or certificate in Administration, experience with a local or international NGO, proficiency in typing and word processing, data entry into online databases, and familiarity with various office equipment. Experience with MS Office packages (Excel, Word, PowerPoint, Visio) and information management systems is also required, with a strong proficiency in Word being essential.

Educational Background:
The minimum educational requirement for this position is an Associate degree. Candidates with additional education in relevant fields may be considered favorably, as this could substitute for some of the required experience. A professional diploma or certificate in Administration is preferred, indicating a formal background in administrative practices and principles.

Experience:
The ideal candidate should have between 1 to 3 years of experience in an office environment, specifically in a clerical or administrative role. This experience should demonstrate the ability to handle multiple tasks effectively and provide high-quality administrative support. Experience working with NGOs, particularly in a local or international context, is considered a plus, as it indicates familiarity with the unique challenges and requirements of the sector.

Languages:
Proficiency in English is mandatory, along with good speaking skills in Filipino and Bisaya. Candidates must be residents of the area and should be able to communicate effectively in the local languages to ensure smooth interactions with community members and stakeholders.

Additional Notes:
This position is contingent upon donor funding, and the successful candidate must be willing and able to travel up to 20%. There are no supervisory responsibilities associated with this role unless otherwise amended as needs arise. CRS is committed to safeguarding program participants, community members, staff, and volunteers from all forms of exploitation and abuse. The successful candidate is expected to sign and adhere to CRS’ Code of Conduct. The organization prioritizes candidates who are citizens or permanent residents of the countries where CRS has offices, and all offers are contingent on the selected candidate’s ability to legally work in the Philippines.