Administrative Assistant at Catholic Relief Service (CRS): (Deadline 8 December 2021)

Administrative Assistant at Catholic Relief Service (CRS): (Deadline 8 December 2021)

Job Title: Administrative Assistant

Department: CRS Rwanda’s Cluster Office

Band: 4

Reports To: Cluster Coordinator

Country/Location: Ngoma, Kigali, Nyabihu, and Nyamasheke

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, nutrition, agriculture, education, microfinance, and peacebuilding.

Catholic Relief Services has been present in Rwanda since 1960, and currently implements projects in nutrition, WASH, agriculture, youth entrepreneurship, and peacebuilding. The Country Program has over 40 staff and implements its projects through local and international partners, with strong coordination/collaboration with Government of Rwanda structures.

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.

Job 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, staff attendance reports, Vehicle Log Sheets review, 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.
• Welcome visitors and triage flow of information and communication accordingly
• Organize project related documentations including systematic filing and retrieval of electronic and paper documents
• Manage the petty cash for the sub-office
• Manage the stock of material and consumables for the sub-office.
• Ensure cleanliness of the sub-office.

Typical Background, Experience & Requirements:

Education and Experience

• Bachelor’s degree in administration or management required. Professional diploma/Certificate or courses in Administration preferred.
• Two years’ experience working in an office environment in a clerical or administrative role. Experience 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 MS Office package (Excel, Word, PowerPoint, Visio) and information management systems. Proficient in Word.

 Personal Skills

• Good time management skills with the ability to work on multiple tasks
• Strong customer service orientation with good communication and interpersonal skills
• Proactive, resourceful, solutions-oriented and results-oriented

 Required/Desired Foreign Language: Full working proficiency in English and Kinyarwanda is required

Travel Required (include percentage of required travel, if applicable) 

Key Working Relationships:

Supervisory: Cleaners

Internal: CRS Rwanda Staff

External: INECD Partners – District local authorities – Visitors

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

 ***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.

CRS is an Equal Opportunity Employer. CRS is committed to providing equal employment opportunities regardless of race, color, religion, gender, sexual orientation, national or ethnic origin, age, disability, or any other socio-economic status.

How to apply

Interested and qualified candidates should complete the attached application form, Self -Declaration Clause and submit them together with one page Cover letter plus updated CV (maximum three pages) all in/as one document – via email only to: [email protected] not later than Wednesday December 8, 2021, at 5:00 pm.

Please, include below statement in your motivation letter:

“By applying to this job, I understand and acknowledge that CRS requires its staff to treat all people with dignity and respect and to actively prevent harassment, abuse, exploitation, and human trafficking. Further, I understand that if I am a successful candidate, I will be subject to a comprehensive background check, and my personal/professional references will be asked to evaluate my behaviors related to the above safeguarding-related topics”

Also include your full names and title “Administrative Assistant” in the subject line. Due to anticipated high interest in this post and the expected number of applicants, only short-listed candidates will be contacted.

Kigali November 29, 2021

Jude-Marie Banatte

Country Representative

CRS/Rwanda Program