Job Title: Administrative Assistant
Reports to: Administrative officer
Department: Operations
Location: Mbeya
About CRS
Catholic
Relief Services is the official international humanitarian agency of
the Catholic community in the United States. CRS works to save, protect,
and transform lives in need in more than 100 countries, without regard
to race, religion or nationality. CRS’ relief and development work is
accomplished through programs of emergency response, HIV, health,
agriculture, education, microfinance and peacebuilding.
Country Background
CRS
in Tanzania works in very close collaboration with the catholic
Churches and implements programs through both Churches and secular local
partners. CRS has been helping poor, vulnerable families improve their
lives through orphans and vulnerable children, agriculture, health,
microfinance and WASH programming in Tanzania since 1962.
Job Summary:
You
will provide service in the day-to-day delivery of responsive,
effective and efficient administrative activities in support of the
Catholic Relief Services’ (CRS) mission to serve the poor and
vulnerable. You will provide consistent and high-quality service and
contribute to the proper stewardship of resources to help ensure
operational effectiveness in support of high-quality programming.
Roles and Key Responsibilities:
- Facilitate communication with all units of the organization and external stakeholders as relevant.
- Coordinate visitors’ appointments to meet CRS support and program staff in CRS Office and vice versa.
- Date,
stamp and initial all incoming correspondences and ensure that they are
routed to the Administration and Procurement Officer for necessary
distribution. - The point person to send and receive
pouches/parcels, make sure pouch lists are reviewed and verified and
documents are distributed to the relevant units/departments. - Coordinate travel logistics for staff and external visitors visiting CRS Tanzania country program including hotel booking.
- Prepare
transactional documents in support of general operations processes and
support coordination of transaction processing (e.g. payment requests,
travel authorizations, travel advances, visas, etc.). - Compile
data, perform data entry and data verification in relation to general
administration processes (e.g. various contact lists, Vehicle Log Sheets
review, visitors’ welcome packages, etc.). - Support
implementation of property management processes, such as property
receipt and distribution, property labeling, physical counts, etc. - Ensure
that all office supplies, travel and hotel requests for quotations are
clear and complete and prepare local purchase orders for office
supplies, travel and hotel accommodations in accordance with agency
procurement policies and procedures. - Negotiate with service
providers and suppliers as necessary and appropriate by Creating and
maintaining continuing good working relationship with local supplier
sales representatives. - Manage the office petty cash fund; always
ensure that actual versus book balances agree; Ensure supporting
documents are in order prior making any petty cash payment/s. - Receive
and review supplier invoices from hotels and the travel agents and
Compile payment requests for all travels, hotels, and office
stationeries/suppliers, as and when needed.
Basic Qualifications
- Bachelor’s degree in business administration/Procurement or any other related field
- One
year experience working in an office environment in a clerical or
administrative role. Experience with a local or international NGO a
plus.
Required Languages – English and Swahili.
Travel – Must be willing and able to travel up to 5%.
Knowledge, Skills and Abilities
- Good time management skills with ability to work on multiple tasks
- Strong customer service orientation with good communication and interpersonal skills
- Proactive, resourceful, solutions oriented and results-oriented
Preferred Qualifications
- Experience with typing/word processing, data entry into online databases and forms, and working with various office equipment.
- Experience in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems. Proficient in Word.
- Agency-wide Competencies (for all CRS Staff)
These
are rooted in the mission, values, and guiding principles of CRS and
used by each staff member to fulfill his or her responsibilities and
achieve the desired results.
- • Integrity
- • Continuous Improvement & Innovation
- • Builds Relationships
- • Develops Talent
- • Strategic Mindset
- • Accountability & Stewardship
Supervisory Responsibilities (none)
Key Working Relationships:
Internal – All CRS Staff
External – Stakeholders
***Our
Catholic identity is at the heart of our mission and operations.
Catholic Relief Services carries out the commitment of the Bishops of
the United States to assist the poor and vulnerable overseas. We welcome
as a part of our staff people of all faiths and secular traditions who
share our values and our commitment to serving those in need. CRS’
processes and policies reflect our commitment to protecting children and
vulnerable adults from abuse and exploitation.
Disclaimer:
This job description is not an exhaustive list of the skill, effort,
duties, and responsibilities associated with the position.
CRS’
talent acquisition procedures reflect our commitment to protecting
children and vulnerable adults from abuse and exploitation.
HOW TO APPLY:
Interested
qualified candidates should submit their letter of application together
with their CV in PDF or Word format in a single attachment which
outlines their experience and sustainability of the position applied to
email address [email protected] not later than 31st December 2021.
- The applicants should clearly state the Job title applied for in the subject line of the email.
- Only shortlisted candidates will be contacted.
CRS is an Equal Opportunity Employer.
Female
candidates, people with disability and people from other recognized
marginalized backgrounds, are strongly encouraged to apply for this
position. CRS Tanzania recognizes many people do not have access to
university education, limited capacity to travel, women take career
breaks to care for family, and physical access for people with
disability is limited in some work places including in the field. In
all recruitments, CRS Tanzania uses a competency-based selection
process. This ensures that if a candidate does not have a university
degree or many years of experience, their competencies and existing
expertise is assessed and valued.
