Catholic Relief Services is hiring an Administrative Officer

Job Title: Administrative Officer

Reports to:  Operations Manager

   

 

About CRS

Catholic Relief Services is the official international humanitarian agency of the Catholic community in the United States. CRS works to save, protect, and transform lives in need in more than 100 countries, without regard to race, religion or nationality. CRS’ relief and development work is accomplished through programs of emergency response, HIV, health, agriculture, education, microfinance and peacebuilding.

 

Job Summary:

As the Russian invasion expands in Ukraine, an enormous humanitarian crisis is developing across the country and region. The United Nations (UN) estimates that more than four million Ukrainians will be forced to flee the country if there is no cessation of the invasion, while millions of others will be displaced internally within Ukraine. Neighboring countries are quickly easing entry restrictions and preparing to host large numbers of refugees, as cars are lined up for miles on the Ukrainian sides of borders.

As a member of the CRS Moldova project team, and in close coordination with Caritas Moldova, your organizational skills and service-oriented approach will provide efficient and effective administrative and technical support for Catholic Relief Services’ (CRS) work serving conflict-affected Ukrainians in Moldova and staff.

CRS is hiring for this position for 6 months, with the opportunity to extend. CRS will also consider consultancy agreements for candidates who prefer this option.

Roles and Key Responsibilities:

  1. Provide administrative support to the country program in general
  2. Manage filing and distributing all incoming and outgoing mail/faxes/letters/documents.
  3. Maintain a centralized CRS/Local office filing system, including a regularly updated master file list and train new staff in the system
  4. Support CRS Country Program (main office and field offices) by managing technical infrastructure (procurement for photocopier, faxes, telephones); arranging for equipment servicing and repairs when needed.
  5. Creating, maintaining and updating the national and international staff contact lists (telephones, mobiles, e-mails and address lists) as required.
  6. Manage Mobile telephone bills. Implement current mobile phones policy.
  7. Assist international staff with entry and residency visas; create and update a checklist for all visa requirements, arrange airport and hotel pickups, border swaps, hotel reservations, meeting appointments etc.
  8. Handle all international (via Travel Center) and domestic travel arrangements as requested and ensure timely and clear communication with relevant parties in writing.
  9. Manage office supplies in accordance with CRS property management regulations
  10. Support program staff in organizing workshops, conferences and other public events.
  11. Coordinate with Program Support Department staff members, Project Managers and Project Officers and Partners as required.

Basic Qualifications

  • High School Diploma required. Professional Diploma/Certificate or courses in Administration a plus.
  • Experience working in an office environment in a clerical or administrative role. Experience with a local or international NGO 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.
  • Proven ability to prepare reports and maintain complete files and records
  • Knowledge of local work and social security laws a plus

Required Languages – Spoken proficiency in English and Russian/Romanian required.

Travel – Occasional travel may be requested.

 

Knowledge, Skills and Abilities

  • Good organizational skills
  • Good data analysis skills
  • Good computers skills, including Microsoft Office.
  • Demonstrated ability to perform fast and efficiently, maintaining discretion and confidentiality while maintaining the agency’s high standards
  • Excellent interpersonal communication skills, especially under pressure
  • Relationship-building skills

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.

  • Integrity
  • Continuous Improvement & Innovation
  • Builds Relationships
  • Develops Talent
  • Strategic Mindset
  • Accountability & Stewardship

 

Supervisory Responsibilities: None

 

Key Working Relationships:

Internal: CRS Operations Manager and Project Assistant, with frequent contact with all CRS staff at CRS Moldova

External: Caritas Moldova, Ministry of Labor and Social Protection officials, local government officials, community and Church leaders, UNHCR, working group coordination coordinators

To apply, please send your CV and Cover Letter in English to CRSApplicationsMD@crs.org. Please apply as soon as possible.

 

***Our Catholic identity is at the heart of our mission and operations. Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. We welcome as a part of our staff people of all faiths and secular traditions who share our values and our commitment to serving those in need. CRS’ processes and policies reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.

Disclaimer:  This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.

 

CRS' talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.

CRS is an Equal Opportunity Employer