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.

For nearly 60 years, CRS has taken the lead in responding to natural and man-made disasters affecting Ethiopia's most vulnerable communities. Moving beyond emergency response, CRS' disaster mitigation and recovery projects in drought and flood-prone areas have rebuilt individual and community assets through non-food aid in the form of agriculture, livestock, health, nutrition, and water and sanitation assistance. CRS's humanitarian work in Ethiopia also provides livelihoods support to farmers and entrepreneurs, promotes gender equality, mobilizes for immunization and mitigates the impact of HIV.

As part of CRS family, you will join the more than 5000 strong and vibrant individuals working globally to accomplish the mission of CRS. CRS/Ethiopia invites you, the qualified candidate, to apply for the following position.  

Position Title: Administrative Assistant

Department: Operations

Duty Station: CRS Ethiopia/Dire Dawa

Required Number: One

Employment Term:  Definite Period

Reports To: Field Manager

Application Deadline:  January 10, 2022

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:

Major responsibilities of position

• Collects all cash and check receipts against official cash receipt of the organization and deposits each day’s collection in the bank on the following working day.
• Prepares petty cash payment voucher and submits for approval to the Manager/Coordinator for payment and replenishes when the balance reaches the minimum limit.
• Maintains and keeps up to date register book for petty cash.
• Avail’s money and documents on hand to both internal and external auditors for surprise or year-end counting and checking.
• Keeps cash and undelivered checks and documents locked in the safe.
• Request &Prepare check payments based on approval, I also prepare withholding tax receipt.(based on delegation)
• Prepare monthly income tax payments, pension payment & withholding tax payment for government tax authority. (based on delegation)
• Prepares monthly financial report/petty cash reports.
• Maintain all Admin related documents: correspondence letters, copy of lease and service agreements:
• Prepare letter for any related Office activities.
• Keep hard copy and soft copy filling systems for any reference.
• supervise office attendants / follow up office guards, follow up office furniture repair and maintenance including updating office layout,
• Follow up monthly PDP office bills, check for monthly payment of bills are ready, collect & pay to concerned office.
• Liquidate advances/ check collections on time.
• Working closely with Different units in head office (Logistic unit, finance unit, administrative unit, fleet management unit, procurement unit, human resource unit)
• As I assigned from HR Following up exam room for new candidates and send confidentially through emails & mailing to human resource team
• Opening file for employees includes all initial documents & forms.
• Plan, coordinate & execute for the procurement of goods& service in Dire Dawa filed office.
• Follow up & maintain timely settlement of payments based on delivery of goods & service.
• Raise Purchase Request for approval with specifications.
• prepare Request for quotation, collect Performa & prepare Bid Analysis.
• Follow up the office Equipment supplies & managing fixed asset Ensure provision of office supplies quarterly/semiannually.
• Follow up field office vehicles spare parts procurement & maintenance of the vehicles work closely with GARGE, organizing vehicle receipts, Vehicle work order & vehicle maintenance document, Fuel coupon and log sheet send to fleet unit in Head office.
• Managing & follow up rental vehicles.
• Organize different kind of events and training in the field office.
• Work on travel arrangement & settlement for guests & staffs
• Mange site store at office
• Prepare any RFGS for the PDP on insight based on staff request
• Receive the monthly security guard’s performance report from each the company representatives in the PDP / Field Offices & reconcile with the field office data.
• Prepare and ensure Cleaning Security services completion reports are submitted to operations team in Addis by 1st of the next month.
• Assist the PDP Manager/ Field Manager  to identify safety issues and ensuring a safe and sound work environment.
• Perform other operations support related activities

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.  

• Trusting Relationships 
• Professional Growth 
• partnership
• Accountability

Job Requirements

Typical Background, Experience & Requirements:

Education and Experience

• Completion of BA/BSC Degree or College Diploma, with 2 years' experience for BA/BSC Degree or 6 years' experience for diploma
• Experience working in an office environment in a clerical or administrative role. Experience with a local or international NGO a plus.
• 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 ability to work on multiple tasks
• Strong customer service orientation with good communication and interpersonal skills
• Proactive, resourceful, solutions oriented and results-oriented

How to Apply

You should fill the application form through this link: CLICK HERE and attach your up-to-date CV on/before the application deadline January 10, 2022

NB: You will be contacted only if selected for written exam/interview. Phone solicitations will not be accepted. These job opportunities are open to Ethiopian nationals only. CRS requires its staff to treat all people with dignity and respect and to actively prevent harassment, abuse, exploitation, and human trafficking.  Qualified women & persons with disability are highly encouraged to apply.