Administrative Secretary at Catholic Relief Services (CRS)

Department   Operations
Position Band:  B-2
Reports to:  Head of Operations
Advert Code:  AS050617

Primary Responsibilities:
The role of the Administrative Secretary is to ensure that: the front desk is covered at all times and well administered, the availability and responsible usage of much needed office supplies and provide support to HR unit and management of the petty cash box.

Specific Responsibilities:

Office Supplies:

• Serve as the primary custodian of office supplies and consumables. Distributes these based on written requests;
• Maintain proper and accurate records /inventory of office supplies distribution and usage by each project
• Keep an inventory of the store (through the stock card) and update this information on a monthly basis.
• Circulate the office supplies purchase request forms and liaise with the Head of Administration to restock the needed supplies in a timely manner

Secretarial:

• Organize central files and publications. Ensure documents are stored in an easy to access and understandable system.  Update and circulate the filing list regularly;
• Receives and records dailies and magazines and cut and/or photocopy sections with relevant information on CRS activities or those of our partners;
• Take minutes of any staff meetings, circulate the minutes to all attendees within two days of the meeting;
• Ensure that the staff directory is constantly up dated with copies sent to other CWA Country Programs and HQ.
• Other duties as assigned by the Head of Administration.

Finance Tasks

• Manage Petty Cash: Receive completed and approved Petty Cash IOU form.  Check for approval from Head of Administration, Program Managers and Financial Accountant.  Disbursing the approved petty cash requests.  Follow up and liquidate requests in a timely manner.  Complete the Petty Cash register. Balance Petty Cash register daily – notify finance of any discrepancies immediately.  Always keep Petty Cash Tin locked and not visible.
• Raise all requests for vendor payments when the documentation is provided and follow up on these payments promptly.
• Go to bank for withdrawals and deposits as applicable to the petty cash management process.

Administrative Tasks

• Procurement of small items as directed, adhering to CRS/Nigeria’s Purchasing and Procurement guidelines at all times.
• Coordinate the purchase and distribution of office tea items for staff/visitors or trainings (where applicable) on a monthly basis.

Support to HR unit

• Receive and direct candidates during interviews take attendance and issue payments for transportation accordingly.
• Process incoming medical bills for approval from retained hospitals.

General Administrative support

• Support to the Country Representative e.g. keeping and tracking appointments.
• Management of National and International mail and mailing services.
• Maintaining log on the use of the office conference rooms to avoid double bookings.
• Carry out receiving function for procured items alongside the Administration Assistant.
• Provide oversight to the general cleanliness of reception area and its environs (toilet)

Agency Wide Competences (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.
• Serves with Integrity
• Models Stewardship
• Cultivates Constructive Relationships
• Promotes Learning

Key Working Relationships:

Internal: Country Representative; Head of Operations, Human Resources Manager, Operations and Program staff.

External: Visitors, Partners and Vendors.

Qualifications and Skills:

• First Degree/Higher National Diploma in Social or Management Sciences;
• Minimum two years’ professional experience Secretarial services;
• Prior experience with international, bilateral or multilateral organization preferred;
• Good Administrative experience;
• Excellent English language skills written and spoken;
• Excellent interpersonal skills, must be able to interact in a mature, professional and friendly manner with local and international colleagues of differing religious and cultural backgrounds;
• Ability to work on multiple tasks concurrently and under pressure.
• Warm and amiable personality
• An orientation towards Customer service.

Interested candidates should download the application form using this link http://goo.gl/8OOQcp , fill the form and send it along with a detailed 3-page resume in a single file word document to ng.recruitment_operations@crs.org Candidates should state the position and advert code as the subject of their email e.g. Administrative Secretary - AS050617.Applications must reach us on or before CoB Monday, June 19, 2017

 Only shortlisted candidates will be contacted.

Equal Opportunity:

“CRS is an equal –opportunity employer and does not discriminate based on race, color, religion, etc. Qualified women are strongly encouraged to apply”.

Statement of Commitment to Protection:

‘’CRS’ recruitment and selection procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.