The Administrative Assistant will provide service in the day-to-day delivery of responsive, effective and efficient administrative activities in support of the CRS mission to serve the poor and vulnerable.
S/he 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.
Job Responsibilities:
Manage the front office, direct all visitors and adhere to front office security and safety procedures.
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. Maintain a logical catalogue of the organization’s filing system.
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. office utilities, 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.).
Coordinate and 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.
Typical Background, Experience & Requirements:
Education and Experience
Minimum Diploma
in Business Administration, Office Management or related field required. Degree in Business Administration or related field and Certification in Project Management will be an added advantage.
3 years’ experience working in an office environment in a clerical or administrative role. Experience in front office management with a local or international NGO a plus.
Additional education may substitute for some experience.
Experience with typing/word processing, data entry into online databases and forms, and working with various office equipment. Experience in PABX system is an added advantage.
Experience in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems. Proficient in Word.
Personal Skills
Good time management skills with ability to work on multiple tasks
Strong customer service orientation with good communication and interpersonal skills
Good writing skills. Good organizational and analytical skills with attention to detail.
Proactive, resourceful, solutions oriented and results-oriented
Ability to learn and adopt new systems and software quickly
