Administrative Officer job at Catholic Relief Services ( CRS )

These projects aim to assist smallholder farmers, with an average landholding of 2 hectares (minimum 0.5 hectares, maximum 20 hectares), to diversify production within their agroforestry systems, including through payments for carbon sequestration through the integration of trees into their plots. The projects also aim to incentivise smallholder farmers to be able to invest in activities which restore health to their soil and increase productivity over time, as well as meet their own food security and economic needs.

Roles and Key Responsibilities:

• Facilitate effective communication across all units of the organisation and with relevant external stakeholders. Manage the sending, receiving, and distribution of all incoming and outgoing mail, faxes, letters, and documents.
• Perform specialised administrative tasks such as translating, typing, proofreading, formatting documents, recording and transcribing meeting minutes, and draughting simple correspondence.
• Prepare transactional documents to support general operations and coordinate related processes (e.g., payment requests, travel authorisations, travel advances, visa processing, etc.).
• Ensure that administrative systems, policies, and procedures comply with agency standards, donor requirements, and local legal regulations.
• Liaise with external stakeholders—including government officials, landlords, and service providers—on administrative matters and ensure all necessary authorisations and documentation are current.
• Coordinate the efficient use and management of Country Program (CP) assets and rented facilities. Support compliant procurement of office materials and asset management processes such as property receipt and distribution, labelling, and physical inventory counts.
• Compile, enter, and verify administrative data, including contact lists, staff attendance and leave reports, vehicle log sheets, and visitor information packages.
• Identify and report safety and security concerns to help maintain a safe working environment.
• Coordinate travel and logistics arrangements for staff and visitors, ensuring smooth and efficient service delivery.
• Plan and organize events, including delegation visits, trainings, and workshops.

Basic Qualifications and Experience

• Bachelor’s degree in business administration preferred.
• Minimum of 3 years’ experience working in an office environment in a clerical or administrative role. Experience with a local or international NGO is a plus.
• Additional education may substitute for some experience.

Preferred Qualifications and Experience

• Experience with typing/word processing, data entry into online databases and forms, and working with various office equipment.
• Experience in the MS Office package (Excel, Word, PowerPoint, Visio) and information management systems. Proficient in Word.

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 the ability to maintain confidentiality.
• Proactive, resourceful, solutions-orientated and results-orientated.

Required Languages: Excellent command of written and spoken English required; knowledge of local languages from districts where RESAf is implemented is an advantage.

Travel: Must be willing and able to travel up to 30% within the region of operation.

Agency-wide Competencies (for all CRS Staff)

Agency competencies clarify expected behaviours 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 fulfil 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 principles.

Key Working Relationships:

• Supervisory Responsibilities: None.
• Internal: Country Representative, Finance, Program & Admin Staff, Vendors.
• External: Partners, vendors.

• Facilitate effective communication across all units of the organisation and with relevant external stakeholders. Manage the sending, receiving, and distribution of all incoming and outgoing mail, faxes, letters, and documents.
• Perform specialised administrative tasks such as translating, typing, proofreading, formatting documents, recording and transcribing meeting minutes, and draughting simple correspondence.
• Prepare transactional documents to support general operations and coordinate related processes (e.g., payment requests, travel authorisations, travel advances, visa processing, etc.).
• Ensure that administrative systems, policies, and procedures comply with agency standards, donor requirements, and local legal regulations.
• Liaise with external stakeholders—including government officials, landlords, and service providers—on administrative matters and ensure all necessary authorisations and documentation are current.
• Coordinate the efficient use and management of Country Program (CP) assets and rented facilities. Support compliant procurement of office materials and asset management processes such as property receipt and distribution, labelling, and physical inventory counts.
• Compile, enter, and verify administrative data, including contact lists, staff attendance and leave reports, vehicle log sheets, and visitor information packages.
• Identify and report safety and security concerns to help maintain a safe working environment.
• Coordinate travel and logistics arrangements for staff and visitors, ensuring smooth and efficient service delivery.
• Plan and organize events, including delegation visits, trainings, and workshops.

• Good planning, organizational and time management skills.
• Strong customer service orientation with very good communication and interpersonal skills.
• Ethical conduct and the ability to maintain confidentiality.
• Proactive, resourceful, solutions-orientated and results-orientated.

• Bachelor’s degree in business administration preferred.
• Minimum of 3 years’ experience working in an office environment in a clerical or administrative role. Experience with a local or international NGO is a plus.
• Experience with typing/word processing, data entry into online databases and forms, and working with various office equipment.