About CRS

Catholic Relief Services (CRS) works to save, protect, and transform lives in need in over 100 countries globally, irrespective of race, religion or nationality through relief and development programs. CRS’ programs include emergency response, disaster mitigation and recovery, health, agriculture, education, microfinance, and peacebuilding among others. For nearly 60 years, CRS has taken the lead in responding to disasters affecting the poor and vulnerable communities in Ethiopia. CRS’ disaster mitigation and recovery interventions in conflict, drought and flood prone areas in the country have restored household and community assets through humanitarian assistance including food, agriculture, health, nutrition, WASH, and peacebuilding projects. 

 This position will be based at CRS Office in Addis Ababa, with frequent field travels to partner managed food distribution sites and will oversee JEOP commodity risk and compliance monitoring; liaise with local authorities, consortium partners and UN agencies; and represent JEOP management in the field as appropriate.

Job Title:  Administrative Assistant/PDP operations support

Band: IV

Required number: One

Department: Operations

Employment Term: Indefinite term 

Reports To: Administrative Manager - PDP

Country/Location: CRS Ethiopia/Adama

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 Property administration.

Job Responsibilities:

I.   Finance and General Administrative support

• 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 in the absence of finance officer.

• Prepares timely petty cash summary reports.

• Maintain all Admin related documents: correspondence letters, copy of lease and service agreements:

• Assist in drafting letter for any related Office activities.

• Keep hard copy and soft copy filling systems for any reference.

• supervise office attendants / follow up office cleaners, 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 (finance unit, administrative unit human resource unit)

• Raise Purchase Request on RFGS format for office supplies and equipment and submit for approval with specifications.

• Follow up the office Equipment supplies & managing fixed asset Ensure provision of office supplies quarterly/semiannually.

• Mange site store at office and Main ND goods warehouse, perform weekly count and report.

• Ensure no items leave warehouse without approved issue format and update item balance controlling sheet and share to Admin Manager on Biweekly basis.  

• Prepare any RFGS for the PDP on insight based on staff request.

• Assist the PDP Manager/ Admin Manager to identify safety issues and ensuring a safe and sound work environment. 

• Perform other operations support related activities.

II.      Warehouse management /Store keeping.

• Receive CRS goods, materials, and equipment with proper handling and distribute the incoming goods as required.

• Arrange incoming goods by category and keep at appropriate location.

• Ensure bin cards are put on respective stacks and balance quantities stated on bin cards are equal to the stack and record any difference.

• Prepare necessary documents for goods receipt, dispatch and disposal, and document records as per the established standards.

• Conduct regular inspection and coordinate cleaning of the store.

• Arrange store facilities for goods receipt and dispatch, and support maintenance of the store.

• Assist with loading and offloading of goods, materials and equipment.

• Plan and supervise the work of casual laborers and cleaners

III.    Property Management

• Assign CRS property number and tagged on the given property.

• Ensure property is allocated to appropriate person and place.

• Prepare transfer form to collect unused properties.

• Identify returned property items if they are functional or non-functional.

• Update the system to conduct annual physical inventory. Identify non-functional used properties and arrange the list for disposal process.

IV.   Insight System

• Ensure all supporting documents are attached with PO number from procurement unit.

• Receive ND goods against purchase orders and inspect and arrange by zone and categorized by grants into ND store.

• Report to Supply Chain (Procurement Unit) if discrepancy occurred during the process of inspection.

• Dispatch all ND goods to different departments, and other according to the allocation and complying with CRS receiving and dispatching procedures.

• Follow-up the procedure of receiving and dispatching process is completed on time.

• Prepare a report every month which shows the receiving and dispatching process reconciled with the system.

• Conduct cycle counts in system and ensure consistency.

• Retain necessary documents for reference purposes.

Job Requirements

Education and Experience

• Completion of BA/BSC Degree in accounting, finance or related field with 2-year hands-on experience or College Diploma in these fields with 6 Years’ hands -on experience- in Administration.

• Experience in finance and accounting activities

• Experience with a local or international NGOs is a plus.

• Experience with warehousing, inventory administration function, 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.

• Experience in ERP supply chain management systems is a plus.

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

Required/Desired Foreign Language

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

Key Working Relationships:

Supervisory: N/A

Internal: Warehouse officers, procurement, Finance, Admin Teams 

External: With suppliers for checking & receiving goods procured

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

Disclaimer:  This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position. 

***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.

How to Apply

You should fill the application form through this LINK and attach your up-to-date CV on / before the application deadline November 9, 2023. 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**

CRS is an Equal Opportunity Employer