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 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 mission is deeply rooted in its Catholic identity, reflecting the commitment of the Bishops of the United States to assist those in need. With a diverse workforce, CRS emphasizes collaboration and a mission-driven culture that aims to improve the lives of the poor throughout the world.

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 the effective and efficient delivery of administrative services that align with CRS's mission to serve the poor and vulnerable. The successful candidate will be responsible for providing high-quality service and contributing to the stewardship of resources, which is essential for operational effectiveness and high-quality programming. The role requires a proactive approach to communication, coordination, and logistical support, ensuring that all administrative processes are handled smoothly and efficiently. The Administrative Assistant will also be involved in data management and reporting, which are vital for maintaining accurate records and supporting the organization's operational needs.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include facilitating communication across various units within the organization and with external stakeholders. This involves sending, receiving, and distributing all incoming and outgoing mail, faxes, letters, and documents. The role requires specialized administrative transactions such as translating, typing, proofreading, and formatting documents, as well as recording and transcribing meeting minutes and drafting simple correspondence. The Administrative Assistant will prepare transactional documents to support general operations processes, including payment requests, travel authorizations, travel advances, and visa applications. Additionally, the role involves compiling data, performing data entry, and verifying information related to general administration processes, such as maintaining contact lists, employee leave balances, staff attendance reports, and vehicle log sheets. The Administrative Assistant will also support travel and logistics arrangements for staff and visitors, schedule and coordinate appointments, and provide logistical and communication support for event planning activities. Furthermore, the role includes implementing property management processes, preparing utility reports, and ensuring regular updates of assets and inventory for the office.

Required Qualifications:
The position requires a Higher National Diploma, BSc, or BA, with a professional diploma or certificate in Administration or ICT preferred. Candidates should possess strong time management skills, a customer service orientation, and good communication and interpersonal skills. Proactive, resourceful, and results-oriented individuals will excel in this role. Experience in typing, word processing, data entry into online databases, and familiarity with various office equipment is essential. Proficiency in the MS Office package, particularly in Word, Excel, PowerPoint, and Visio, is also required. Candidates should demonstrate personal accountability, integrity, trust-building, collaboration, and a willingness to learn as part of the agency's competencies.

Educational Background:
Candidates must have a Higher National Diploma, BSc, or BA. Additional qualifications such as a professional diploma or certificate in Administration or ICT are preferred. This educational background is essential for understanding the administrative processes and responsibilities associated with the role.

Experience:
A minimum of two years of experience working in an office environment in a clerical or administrative role is required. Experience with a local or international NGO is considered a plus. Additional education may substitute for some experience, indicating that candidates with relevant educational qualifications 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 beneficial but are not specified as mandatory for this role.

Additional Notes:
The position is based in Plateau State, Nigeria, and requires the candidate to be willing and able to 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 emphasizes a collaborative, mission-driven culture that is committed to improving the lives of the poor. The successful candidate will be expected to adhere to CRS's Code of Conduct and safeguarding policies, ensuring the safety and well-being of all individuals interacting with the organization. CRS prioritizes candidates who are citizens or permanent residents of the countries where it operates and is an Equal Opportunity Employer.