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 assist the poor and vulnerable overseas, CRS operates in more than 100 countries, providing relief and development services without regard to race, religion, or nationality. The organization is committed to saving, protecting, and transforming lives through various programs, including emergency response, health, agriculture, education, microfinance, and peacebuilding. CRS emphasizes safeguarding children and vulnerable adults from abuse and exploitation, ensuring that all staff and partners uphold the dignity and rights of everyone involved in their work. The agency welcomes individuals from all faiths and secular traditions who share its values and commitment to serving those in need. With a diverse workforce, CRS aims to create a collaborative, mission-driven culture that focuses on improving the lives of the poor globally.

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 the mission of serving the poor and vulnerable. The Administrative Assistant will be responsible for facilitating communication within the organization and with external stakeholders, managing incoming and outgoing correspondence, and performing specialized administrative tasks such as document preparation, data entry, and logistical support for travel and events. The role requires a proactive approach to problem-solving and a strong commitment to customer service, ensuring that all administrative processes contribute to the overall operational effectiveness of CRS's programming.

Duties and Responsibilities:
The Administrative Assistant will be tasked with a variety of duties, 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 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 activities; implementing property management processes; preparing and sharing utility reports; and ensuring regular updates of assets and inventory for the office.

Required Qualifications:
Candidates must possess a high school diploma as a minimum requirement. A professional diploma or certificate in Administration is preferred. The ideal candidate should have strong time management skills, the ability to work on multiple tasks simultaneously, and a customer service orientation with excellent communication and interpersonal skills. Proactive, resourceful, and results-oriented individuals will thrive in this role. Experience with typing, word processing, data entry into online databases, and familiarity with various office equipment is essential. Proficiency in the MS Office package, particularly Word, is also required. Experience working in a local or international NGO is a plus, and additional education may substitute for some experience.

Educational Background:
The position requires a minimum of a high school diploma. Candidates with a professional diploma or certificate in Administration or related fields are preferred. This educational background will provide the foundational knowledge necessary for effective performance in administrative tasks and responsibilities.

Experience:
The Administrative Assistant should have at least two years of experience working in an office environment, specifically in clerical or administrative roles. Experience with local or international NGOs is advantageous, as it provides insight into the unique challenges and requirements of working in a humanitarian context. The level of experience required emphasizes the importance of familiarity with administrative processes and the ability to manage various tasks efficiently.

Languages:
Fluency in English is mandatory for this position, as it is the primary language of communication within the organization and with external stakeholders. While not required, proficiency in additional languages may be considered an asset, particularly if it enhances communication with diverse communities served by CRS.

Additional Notes:
This position does not have supervisory responsibilities and is expected to require travel up to 25%. CRS offers a comprehensive benefits package that includes medical, dental, life insurance, vision, and a generous retirement savings plan. The organization is committed to creating a safe and inclusive work environment, upholding the highest standards of safeguarding, and ensuring that all staff adhere to the agency's Code of Conduct. The recruitment process prioritizes candidates who are citizens or permanent residents of the countries where CRS operates, reflecting the organization's commitment to local engagement and community involvement.