Administrative Assistant (El Geneina) – CRS
Job Description
| Organization | Catholic Relief Services |
| Job Title: | Administrative Assistant |
| Supervisor | Administrative Officer |
| Duty Station | Sudan, West Darfur, El Geneina |
| Closing Date: | 31 Dec 2024 |
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.
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.
Duties and responsibilities:
Roles and Key Responsibilities:
- Facilitate communication with all units of the organization and external stakeholders as relevant. Send/receive and distribute all incoming and outgoing mail/faxes/letters/documents.
- Provide specialized administrative transactions and processes (e.g. translate, type, proofread, and/or format documents; record and transcribe meeting minutes; draft simple correspondence messages).
- 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, employee leave balances, staff attendance reports, Vehicle Log Sheets review, visitors’ welcome packages, etc.).
- Support travel and logistics arrangements for staff and visitors. Schedule and coordinate appointments. Provide logistical and communication support to event planning activities.
- Support implementation of property management processes, such as property receipt and distribution, property labeling, physical counts, etc.
Job Responsibilities:
- Assist the Admin Officer in store management including:
- Ensure all incoming items are received against good delivery note and report any differences or discrepancies.
- Process to deliveries of program materials on the basis of duly approved good release notes and ensure that the receiver signs up the good receive notes for the items he received.
- Maintain up to date items stock card in which all daily items inventories and transaction are accurately records.
- Ensure that the office warehouse for program material and the stationary store are kept clean and well organized.
- Assist in Office Compound and GHs management including:
- Monitor the daily work of cleaners in Guest Houses and office compound, this includes checking the daily cleaning of rooms and bed sheets and courtyard, the cleanliness of toilets etc.
- Oversee the daily management and maintenance of guesthouses
- Ensure that water and electricity system at Guesthouses is properly functioning this includes the daily monitoring and reporting to Admin manager of any damages on electrical and water system.
- Be the liaison of GH staff including cooks cleaner and guards and monitor their daily work.
- Ensure that visiting staff are well accommodated, and their requirements including food and transportation are met.
- Assist cooks and cleaners for preparing the monthly timesheet.
- Coordinate and monitor the purchase/delivery of water for both office and guesthouses and prepare supporting documents for payment.
- Liaise with the office for the provision of fuel for generators at each Guesthouse and produce monthly fuel consumption report for each generator
- Maintain Inventory in Guesthouses
- Manage Hibernation food store including maintaining up to date the stock cards at GHs.
- Monitor the dates of expiry of each food item for Hibernation food items.
- Keep up to date the inventory listing for assets and durable items in both office and guesthouses.
Basic Qualifications
- Three-year university diploma in Business Administration is required. Professional diploma/certificate, or courses in Administration.
- Minimum of two years’ experience in office management, administration, clerical, or logistics roles with INGOs or UN Agencies.
- Additional education may substitute for some experience.
Required Languages – List languages required to perform the job
- English specking and writing
- Arabic
Travel: N/A
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
Minimum Qualification, Skills and Experience Required:
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 REDI Competencies (for all CRS Staff):
Agency competencies clarify expected behaviors and attitudes for all staff. When demonstrated, they create an engaging workplace, help staff achieve their best, and help CRS achieve agency goals. 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.
- Personal Accountability – Consistently takes responsibility for one’s own actions.
- Acts with Integrity – Consistently models values aligned with CRS Guiding Principles and mission. Is considered honest.
- Builds and Maintains Trust – Shows consistency between words and actions.
- Collaborates with Others – Works effectively in intercultural and diverse teams.
- Open to Learn – Seeks out experiences that may change perspective or provide an opportunity to learn new things.
Agency Leadership Competencies:
- Lead Change – Continually looks for ways to improve the agency through a culture of agility, openness, and innovation.
- Develops and Recognizes Others – Builds the capacity of staff to reach their full potential and enhance team and agency performance.
- Strategic Mindset – Understands role in translating, communicating, and implementing agency strategy and team priorities.
Supervisory Responsibilities (if none, state none)
Administrative Assistance will supervise cooks and cleaner in office and guesthouses.
Key Working Relationships:
Internal: State Office Manager, Finance team in Geneina and Port Sudan, Operation team, Guesthouse residents, Sub-offices Coordinators, Senior Health Safety and Security Officer, Programs and Project Managers, all program team, HR team in Geneina and ICT Officer
External: Suppliers, Service Contractors, local authorities and line ministries staff.
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.
*** 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.
CRS’ talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.
CRS is an Equal Opportunity Employer.
CRS’s emphasis on family values supports benefits, including maternity and paternity leave, policies that promote exclusive breastfeeding, the availability of a crèche at
the office, and flexible working hours where possible.
How to apply
Submission location: –
If interested, please submit cover letter, resume and copies of your education and work certificates to Catholic Relief Services- Sudan – West Darfur – ElGeniena Office. Ensure that your cover letter or resume has a phone number where you can be reached.
