Oficial Administrativo

Job Advertisement

Position Title: Oficial Administrativo
Location: Guatemala City
Country: Guatemala
Deadline Date:

Job Details

Job Posting Organization:
Catholic Relief Services (CRS) is an international humanitarian agency that has been serving the poor and vulnerable for over 75 years. Established in 1943, CRS operates in more than 100 countries worldwide, providing assistance in areas such as disaster relief, education, health, and economic development. The organization is committed to the principles of social justice and the dignity of all individuals, working to empower communities and promote sustainable development. CRS employs thousands of staff globally, working collaboratively with local partners to implement programs that address the root causes of poverty and injustice.

Job Overview:
The position of Oficial Administrativo is crucial for the administrative support of the procurement area within Catholic Relief Services (CRS). The role is designed to ensure that administrative services are provided effectively and efficiently, aligning with the mission of CRS to serve the poor and vulnerable. The Oficial Administrativo will be responsible for managing resources and ensuring that high-quality service delivery is integrated into procurement systems, policies, and procedures. This position requires a proactive approach to administrative tasks, with a focus on maintaining transparency and accountability in all procurement processes. The individual will play a key role in supporting the operational functions of the organization, ensuring that all administrative transactions are processed smoothly and efficiently, thereby contributing to the overall success of CRS's mission.

Duties and Responsibilities:
The Oficial Administrativo will report on activities and resources needed to ensure cost efficiency and quality service delivery from procurement and administrative support functions. Responsibilities include: assisting in specialized administrative transactions (e.g., translating, typing, reviewing, and formatting documents; recording and transcribing meeting minutes); preparing transactional documents to support general operational processes; coordinating travel and logistical support for staff and visitors; managing event planning activities, including delegations, training, and workshops; processing and following up on VAT exemptions as required by donor conditions; maintaining updated files for the procurement unit, including payment controls, supplier requests, and approved hotel lists; ensuring transparency within the procurement department by maintaining complete and accurate records of all vehicle and lodging processes; collecting information to confirm that services delivered meet quality standards; conducting service quotations and maintaining constant communication with suppliers to follow up on contractual terms; and recommending improvements to procurement and administrative systems to enhance effectiveness and efficiency.

Required Qualifications:
Candidates must possess a degree in Business Administration or a related field. A minimum of 2 years of work experience in an office environment performing administrative tasks is required. Experience with a local or international NGO is an advantage. Additional education may substitute for some experience. Proficiency in data entry, word processing, and working with various office equipment is essential. Familiarity with MS Office Suite (Excel, Word, PowerPoint, Visio) and management information systems is necessary, with a strong command of Word being particularly important.

Educational Background:
The position requires a degree in Business Administration or a similar field. Candidates with additional relevant education may be considered in lieu of some work experience. The educational background should provide a solid foundation in administrative practices and organizational management.

Experience:
The ideal candidate should have at least 2 years of relevant work experience in an administrative role within an office setting. Experience in a non-governmental organization (NGO) is preferred, as it provides valuable insights into the operational dynamics of such organizations. Familiarity with administrative processes, data management, and procurement functions is essential for success in this role.

Languages:
Fluency in advanced English is required for this position, as it involves communication with international partners and stakeholders. Knowledge of additional languages may be considered an asset but is not mandatory.

Additional Notes:
This position may require travel up to 20% of the time. CRS prioritizes candidates who possess citizenship or permanent residency in the countries where CRS has offices. The organization is an equal opportunity employer, committed to creating a diverse and inclusive workplace. The job may be full-time, and the specific contract duration will be discussed during the hiring process. CRS is dedicated to the protection of vulnerable children and adults from abuse and exploitation, and this commitment is reflected in its talent acquisition procedures.