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 safeguarding children and vulnerable adults from abuse and exploitation, and it prioritizes candidates who are citizens or permanent residents of the countries where CRS has offices. CRS carries out its mission through various programs, including emergency response, health, agriculture, education, microfinance, and peacebuilding. The agency's culture is collaborative and mission-driven, focused on improving the lives of the poor throughout the world. The organization values diversity and welcomes individuals from all faiths and secular traditions who share its commitment to serving those in need.

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, contributing to the overall mission of serving the poor and vulnerable. The Administrative Assistant will be responsible for providing high-quality service and maintaining proper stewardship of resources. The role involves 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 successful candidate will be expected to demonstrate strong organizational skills, a proactive approach to problem-solving, and a commitment to delivering excellent customer service.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include: facilitating communication with all units of the organization and external stakeholders; managing the distribution of 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 activities; implementing property management processes; preparing and sharing utility reports; and ensuring regular updates of assets and inventory for the office.

Required Qualifications:
The position requires a high school diploma as a minimum qualification. A professional diploma or certificate in Administration is preferred. Candidates should possess good time management skills, a strong customer service orientation, and effective communication and interpersonal skills. The ability to work on multiple tasks simultaneously and a proactive, resourceful, and results-oriented mindset are essential. Preferred qualifications include experience in typing, data entry into online databases, and proficiency in using various office equipment. Familiarity with the MS Office package (Excel, Word, PowerPoint, Visio) and information management systems is also preferred.

Educational Background:
Candidates must have at least a high school diploma. Additional qualifications such as a professional diploma or certificate in Administration are preferred. Educational background in relevant fields may enhance a candidate's suitability for the role.

Experience:
The Administrative Assistant 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. Additional education may substitute for some experience, indicating that candidates with relevant educational backgrounds may still be considered even if they do not meet the full experience requirement.

Languages:
The mandatory language for this position is English. Proficiency in English is essential for effective communication within the organization and with external stakeholders. Additional language skills may be considered an asset but are not explicitly required for this role.

Additional Notes:
The position is classified as full-time, and candidates must be willing and able to travel up to 25% of the time. CRS offers a comprehensive benefits package that includes medical, dental, life insurance, vision, and a generous retirement savings plan. The organization emphasizes its commitment to safeguarding the rights and dignity of all individuals, particularly children and vulnerable adults, and expects all staff to adhere to its safeguarding policies and procedures. The successful candidate will be required to sign and comply with CRS's Code of Conduct.