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 provide assistance to those in need, CRS operates in over 100 countries worldwide. The organization focuses on saving, protecting, and transforming lives through various programs including emergency response, health, agriculture, education, microfinance, and peacebuilding. CRS is committed to safeguarding vulnerable populations from abuse and exploitation, and it promotes equality in employment opportunities, welcoming individuals from diverse faiths and backgrounds who share its values.

Job Overview:
The Administrative Assistant will play a crucial role in facilitating communication and coordination among project team members, partner staff, and relevant departments. This position involves preparing transactional documents to support general administrative processes, such as processing purchase requisitions, verifying the quality of goods and services, and managing travel arrangements. The assistant will maintain updated records of purchases and services, support logistical arrangements for events and meetings, and assist in the implementation of property management processes. The role also includes administrative tasks such as translating documents, preparing reports, and maintaining project files. The ideal candidate will be proactive, detail-oriented, and capable of managing multiple tasks effectively while providing excellent customer service.

Duties and Responsibilities:
The Administrative Assistant will be responsible for the following duties:

• Facilitate communication and coordination with project team members, partners, and external stakeholders.
• Prepare transactional documents for administrative processes, including purchase requisitions and travel authorizations.
• Maintain updated records of purchases and services, ensuring timely follow-up on payments.
• Support travel and logistical arrangements for staff and visitors.
• Coordinate logistics for events, meetings, and training sessions.
• Attend meetings and take minutes, ensuring follow-up on action items.
• Assist in property management processes, including the reception and distribution of goods.
• Support the preparation of agreements, budgets, and financial reports.
• Provide administrative support, including document translation and formatting. 1
• Assist in budget reviews and financial reporting for projects. 1
• Maintain project files and ensure proper documentation management. 1
• Support the MEAL component in scheduling consultancy processes and managing data entry. 1
• Train new staff on administrative processes and project dynamics. 1
• Help improve the quality of project communication materials. 1
• Perform other related duties as assigned.

Required Qualifications:
Candidates must possess strong customer service orientation, excellent communication skills, and the ability to work collaboratively with diverse teams. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and cloud-based collaborative tools is essential. Candidates should demonstrate strong organizational skills, attention to detail, and the ability to prioritize tasks effectively. A numerical and financial aptitude is desirable, along with the ability to manage time efficiently across multiple tasks. Proactive problem-solving skills and a results-oriented mindset are also important for this role.

Educational Background:
A university degree in business administration, auditing, or social sciences is required for this position. Candidates should have a solid educational foundation that supports their ability to perform administrative tasks effectively and contribute to project success.

Experience:
A minimum of 2 years of work experience in an office environment performing administrative tasks is required. Experience with local or international NGOs is an advantage. Candidates should have a background in development projects or humanitarian assistance, with a preference for those who have successfully completed the Maya internship program at CRS/Guatemala.

Languages:
Intermediate spoken and written English is required for this position. Proficiency in Spanish is also essential, as the role involves communication with local partners and stakeholders.

Additional Notes:
The position may require up to 50% travel. CRS is committed to safeguarding program participants and staff from all forms of exploitation and abuse. The successful candidate will be expected to adhere to CRS's Code of Conduct and participate in safeguarding training. This job description is not exhaustive and may be subject to change as needed. CRS is an equal opportunity employer and prioritizes candidates who are citizens or permanent residents of the countries where CRS operates.