Job type: Full-time
JOB VACANCY
| Job Title: Administrative Officer | Reports to: Head of Office |
| Location: Kigoma | Salary Grade: 5 |
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 coordinate the provision of responsive, effective, and efficient administrative services in support of the Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable. You will help ensure stewardship of resources and a high-quality service approach are integrated into administrative systems, policies, and procedures.
Roles and Key Responsibilities:
- Coordinate and report on activities and required resources to ensure cost-efficient and quality service delivery from administrative support functions.
- Support the coordination of transaction processing for requisitions and office inventory.
- Support the implementation of Inventory/property management processes, such as property receipt and distribution, property labeling, and physical counts. Create inter-org transfers to other inventory organizations (IOs) and sub-inventory transfers to locations within IOs in Insight.
- Help ensure that administrative systems, processes, and policies comply with agency standards and donor and local law regulations.
- Engage with relevant external stakeholders (government officials, landlords, service providers, etc.) on assigned administrative matters and help ensure required authorizations and documents are up to date.
- Help identify safety issues and ensure a safe and sound work environment.
- Coordinate logistic monthly trip plans.
- Assist in the implementation of delivery operations from the arrival of goods on local purchase point to the stores and on to the final distribution centers in accordance with CRS and donor regulations and local supply chain standards and requirements.
- Coordinate the provision of travel and logistics support and services to staff and visitors. Coordinate event planning activities, including delegation visits, trainings and workshops.
- Maintain updated files with all required logistics documents and ensure all supply chain management activities and movements are fully and accurately documented.
- Prepare and/or review all logistic reports prior and submit on timely manner.
- Routinely check all vehicle licenses, and insurances and promptly advise the supervisor when renewals are due.
- Any other jobs as may be assigned by the supervisor.
Basic Qualifications
- Bachelor’s degree in business administration or relevant field preferred.
- Minimum of 2 years work experience in administrative support functions, with increasing responsibility. Experience with a local or international NGO a plus.
Required Languages – English and Swahili
Travel– N/A
Knowledge, Skills and Abilities
- Good planning, organizational and time management skills
- Strong customer service orientation with very good communication and interpersonal skills
- Ethical conduct and ability to maintain confidentiality
- Proactive, resourceful, solutions-oriented and results-oriented
Preferred Qualifications
- Experience and proficient skills in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems.
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 – 2 Drivers
Key Working Relationships:
Internal – Head of Office, Admin & SC Team, Finance, Project Staff External – Vendors, Partners and Government officials.
***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.
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 16th November 2024.
- The applicants should clearly state the Job title applied for in the subject line of the email.
- Only shortlisted candidates will be contacted.
CRS’ talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.
CRS prioritizes candidates who are citizens/ permanent residents of the countries where we have CRS offices.
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 workplaces 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.
