Senior Administrative Officer at Catholic Relief Services (CRS)

JOB DESCRIPTION

• The Senior Administrative Officer will coordinate the provision of responsive, effective, and efficient administrative services in support of the Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable. The Senior Administrative Officer will help ensure stewardship of resources and a high-quality service approach are integrated into administrative systems, policies, and procedures.

Roles And Key Responsibilities

• Plan, coordinate, monitor and report on activities and required resources to ensure cost efficient and quality service delivery from administrative support functions. Anticipate delivery challenges to ensure service continuity.
• Coordinate logistic and procurement functions in addition to the administration function to ensure support services are delivered with high-quality in an efficient manner. Help address challenges that affect the proper stewardship and optimal utilization of program assets and resources.
• Ensure administrative systems, processes, and policies are in line with agency standards and donor and local law regulations.
• Engage with relevant external stakeholders (government officials, landlords, service providers, etc.) on assigned administrative matters and help ensure required authorizations and documents are up to date.
• Coordinate the efficient use of CP assets and rented facilities. Help ensure fully compliant procurement of office materials and asset management systems.
• Help ensure staff have access to relevant information, training, and safety materials and equipment to ensure a safe and sound work environment.
• Manage the provision of travel and logistics support and services to staff and visitors. Coordinate event planning activities, including delegation visits, trainings and workshops.
• Collaborate to ensure monthly call/data credit are assigns to staff and verify phone number for accuracy.
• Administer the office petty cash account, collects completed petty cash request forms, verifies signatures and receipts, and disburse cash if approved; request replenishment of petty cash account on monthly basis or as needed in accordance with established petty cash management policy and procedures.
• Collect, compile, and review the payment request package to ensure it includes all the supporting documents with correct and complete information and proper authorizations to facilitate financial transaction processing. Submit and follow-up with the finance team to ensure timely payments to vendors.
• Prepare assets inventory reports and facilitate document retrieval from the system.
• Help identify safety issues and ensuring a safe and sound work environment.

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 ability to maintain confidentiality
• Proactive, resourceful, solutions-oriented and results-oriented

Preferred Qualifications

• Additional education may substitute for some experience.
• Experience and proficient skills in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems.

Location: Sokoto State
Required Language: English
Required Travel: Must be willing and able to travel up to 25 %.
Supervisory Responsibilities: None
Key Working Relationships

Internal : Program and Operations Unit
External: Northwest Stakeholders.

Qualifications
Basic Qualifications

• HND. Bachelor's degree in Business Administration or relevant field.
• Minimum of 4 years' work experience in administrative support functions, with increasing responsibility. Experience with a local or international NGO a plus.

Agency Competencies (for All CRS Staff)

• 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 priorities.