Administrative Assistant

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 the 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 a 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 receipts. (based on delegation)
• Prepare monthly income tax payments, pension payment & withholding tax payment for government tax authority. (based on delegation)
• Prepares monthly financial reports/petty cash reports.
• Maintain all Admin related documents: correspondence letters, copy of lease and service agreements:
• Prepare a letter for any related Office activities.
• Keep a 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 a monthly payment of bills are ready, collect & pay to the 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 was assigned from HR Following up exam room for new candidates and send confidentially through emails & mailing to the human resource team
• Opening file for employees includes all initial documents & forms.
• Plan, coordinate & execute for the procurement of goods & services in Dire Dawa filed office.
• Follow up & maintain timely settlement of payments based on delivery of goods & services.
• Raise Purchase Request for approval with specifications.
• prepare Request for quotation, collect Performa & prepare Bid Analysis.
• Follow up the office Equipment supplies & manage fixed assets 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 the fleet unit in Head office.
• Managing & following up rental vehicles.
• Organize a different kinds of events and training in the field office.
• Work on travel arrangement & settlement for guests & staffs
• Mange site store at the office
• Prepare any RFGS for the PDP on insight based on staff request
• Receive the monthly security guard’s performance report from each company representative in the PDP / Field Offices & reconcile it with the field office data.
• Prepare and ensure Cleaning Security services completion reports are submitted to the operations team in Addis by the 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 is 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 the 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: https://form.jotform.com/213642583411552 and attach your up-to-date CV on/before the application deadline of January 10, 2022

You will be contacted only if selected for a 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