Administrative Assistant-Invoice Processing at Catholic Relief Services (CRS)

Job Summary

• This role will provide administrative support preparing and processing payments in support of Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable. The incumbent will ensure timely and accurate invoice processing into CRS’s ERP system, by reviewing submissions from countries for completeness and accuracy, engaging with requestors, procurement and finance team to resolve issues, and maintaining high standards of data quality and operational efficiency.                                               

Roles and Key Responsibilities

• Receiving all documentation, especially invoices, and processing it immediately for payment according to agency timelines and guidelines.
• Creating and Maintaining great relationships with all the vendors that CRS has business with while also maintaining the highest standards of objectivity and Service delivery.
• Facilitate communication with stakeholders to coordinate problem resolution.
• Record Keeping: Creating and maintaining excellent records on the payment tracker for all invoices and payments, especially matching PO's and supporting documents according to Agency guidelines
• Maintain Communication with all Stakeholders and update them on timelines by keeping track of Slow Approvals.
• Research, troubleshoot, and resolve vendor invoice problems, and ensure that all Finance and Procurement guidelines are adhered to.
• Compile data, perform data entry and data verification in relation to general administration processes
• Facilitate the use and update of the payment tracker.
• Facilitate communication with all units of the organization and external stakeholders as relevant to payments.
• Support continuous improvement of requisition preparation processes by identifying recurring issues and recommending solutions.

Responsibilities

Roles and Key Responsibilities

• Receiving all documentation, especially invoices, and processing it immediately for payment according to agency timelines and guidelines.
• Creating and Maintaining great relationships with all the vendors that CRS has business with while also maintaining the highest standards of objectivity and Service delivery.
• Facilitate communication with stakeholders to coordinate problem resolution.
• Record Keeping: Creating and maintaining excellent records on the payment tracker for all invoices and payments, especially matching PO's and supporting documents according to Agency guidelines
• Maintain Communication with all Stakeholders and update them on timelines by keeping track of Slow Approvals.
• Research, troubleshoot, and resolve vendor invoice problems, and ensure that all Finance and Procurement guidelines are adhered to.
• Compile data, perform data entry and data verification in relation to general administration processes
• Facilitate the use and update of the payment tracker.
• Facilitate communication with all units of the organization and external stakeholders as relevant to payments.
• Support continuous improvement of requisition preparation processes by identifying recurring issues and recommending solutions.

Qualifications

Basic Qualifications

• University degree is required.
• Basic familiarity with NGO procurement and financial processes
• 2 years’ experience working in an office environment in a clerical or administrative role.

Preferred Qualifications

• Familiarity with CRS financial coding structures.
• Professional diploma/certificate or courses in administration management.
• Experience with data entry into ERP systems, especially Oracle-based.
• Proficiency in MS Office package and working with various office equipment.

Knowledge, Skills and Abilities

• Strong attention to detail and accuracy in data entry.
• Good time management skills with ability to work on multiple tasks.
• Analytical thinker with Attention to detail
• Strong customer service orientation with good communication and interpersonal skills.
• Proactive, resourceful, and results-oriented mindset.