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 focuses on various sectors including emergency response, health, agriculture, education, microfinance, and peacebuilding. With a commitment to safeguarding children and vulnerable adults, CRS ensures that its processes and policies reflect its dedication to protecting the dignity and rights of all individuals. The agency prioritizes hiring candidates who are citizens or permanent residents of the countries where it operates, fostering a diverse and inclusive workforce that shares its mission and values.

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, particularly in delivering high-quality programming to serve the poor and vulnerable. The successful candidate will be responsible for providing consistent and high-quality administrative support, which includes facilitating communication within the organization and with external stakeholders, managing incoming and outgoing correspondence, and preparing various transactional documents. 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 mission of CRS.

Duties and Responsibilities:
The Administrative Assistant will be tasked with a variety of duties including: facilitating communication with all units of the organization and external stakeholders; managing the distribution of all 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 Higher National Diploma, BSc, or BA. A professional diploma or certificate in Administration or ICT is preferred. Additionally, candidates should have a minimum of two years of experience working in an office environment in a clerical or administrative role. Experience with a local or international NGO is considered a plus. It is important to note that additional education may substitute for some experience, allowing for a broader range of applicants to be considered for this position.

Educational Background:
The educational background required for this position includes a Higher National Diploma, Bachelor of Science (BSc), or Bachelor of Arts (BA). Candidates with a professional diploma or certificate in Administration or Information and Communication Technology (ICT) are preferred, as this will enhance their ability to perform the administrative functions required by the role.

Experience:
The position requires a minimum of two years of experience in an office environment, specifically in a clerical or administrative capacity. Experience working with local or international non-governmental organizations (NGOs) is advantageous, as it provides familiarity with the unique challenges and requirements of the sector. Candidates with additional educational qualifications may be considered for their ability to compensate for experience requirements.

Languages:
The mandatory language for this position is English. Proficiency in English is essential for effective communication within the organization and with external stakeholders. While not explicitly stated, knowledge of additional languages may be considered beneficial, particularly in regions where multiple languages are spoken, as it could enhance communication with diverse communities and partners.

Additional Notes:
This position is based in Plateau State, Nigeria, and may require the successful candidate to travel up to 25% of the time. The role does not have supervisory responsibilities, but it involves key working relationships with various internal teams such as the Operations, Procurement, Admin, Finance, and NE operations teams, as well as external stakeholders including implementing partners, government officials, and other NGOs. CRS offers a comprehensive benefits package that includes medical, dental, life insurance, vision, and a generous retirement savings plan. The organization emphasizes a collaborative, mission-driven culture dedicated to improving the lives of the poor globally. Candidates should be aware that CRS is committed to safeguarding the rights and dignity of all individuals, particularly children and vulnerable adults, and all staff are required to adhere to the organization's safeguarding policies.