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, providing relief and development services without regard to race, religion, or nationality. 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 talent acquisition procedures reflect its dedication to safeguarding the rights and dignity of all people, especially children and vulnerable adults, ensuring they live free from abuse and harm.

Job Overview:
The Administrative Assistant will play a crucial role in the day-to-day administrative operations of Catholic Relief Services (CRS). This position is designed to provide responsive, effective, and efficient administrative support to ensure the smooth functioning of the organization’s operations. The successful candidate will be responsible for delivering high-quality service and contributing to the stewardship of resources, which is essential for operational effectiveness and high-quality programming. The role involves facilitating communication across various units of the organization and with external stakeholders, ensuring that all administrative tasks are handled with precision and care. The Administrative Assistant will also be expected to manage logistical arrangements for staff and visitors, support event planning activities, and assist in the preparation and processing of program documents, thereby playing a vital role in the overall success of CRS’s mission.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a variety of tasks including but not limited to: facilitating communication with all units of the organization and external stakeholders; managing incoming and outgoing mail, faxes, letters, and documents; providing 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 processes; compiling data and performing data entry and verification 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; implementing property management processes; supporting program teams with document preparation and tracking; coordinating travel arrangements for field staff; and performing accurate data entry and preparation of Vehicle Management System (VMS) reports. 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’s 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 essential, with a strong proficiency in Word being particularly important.

Educational Background:
The minimum educational requirement for this position is an Associate Degree. Candidates with additional educational qualifications in relevant fields may be considered favorably, as additional education can substitute for some of the required experience.

Experience:
The ideal candidate should have between 1 to 3 years of experience in an office environment, specifically in clerical or administrative roles. Experience in a similar position within a local or international NGO is highly desirable, as it demonstrates familiarity with the unique challenges and requirements of working in the humanitarian sector.

Languages:
Proficiency in English is mandatory, along with good speaking skills in Filipino and Bisaya. The candidate must be a resident of the area and must be able to communicate effectively in the local language to ensure smooth interactions with community members and stakeholders.

Additional Notes:
This position is contingent upon donor funding, and candidates 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 will be expected to sign and adhere to CRS’s Code of Conduct. Additionally, CRS prioritizes candidates who are citizens or permanent residents of the countries where CRS offices are located, and all offers are contingent on the selected candidate’s ability to legally work in the Philippines.