Administrative Assistant - Facilities (Nigerian Nationals Only)

at  Catholic Relief Services

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:

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.

Responsibilities:

• Facility and Equipment Management:
• Conduct routine equipment checks to ensure they are in good working condition
• Support proper service/maintenance requests in accordance with Agency’s policy
• Maintain an up-to-date inventory of office furniture and equipment
• Regularly review, clean, and repair furniture as needed
• Evaluate requests for new furniture and coordinate with vendors and procurement for purchases
• Order replacement parts, including those for file cabinets
• Dispose of damaged or broken furniture using environmentally friendly practices
• Maintain and manage keys for furniture
• Review and process staff requests for furniture moves
• Order necessary materials for furniture relocations and storage
• Documentation and Record Keeping:
• Help collate facilities process support documents and store them both on SharePoint and in files
• Maintain accurate records of all facility-related activities and transactions
• Guest House Management:
• Help maintain a functional booking and management system for CRS guest houses
• Manage the requests and inventory for the guest house.
• Vendor and Service Provider Coordination:
• Assist with coordinating vendor services
• Guide and supervise vendors while they are on the premises
• Contact vendors for various service needs as required
• Ensure supplies and equipment are in good condition and replaced regularly
• Act as a liaison between vendors and the organization to ensure smooth service delivery
• Emergency Response:
• Help respond to emergencies or urgent issues as they arise
• Communication and Administrative Support:
• Facilitate communication with all units of the organization and external stakeholders as relevant
• Send/receive and distribute all incoming and outgoing mail/faxes/letters/documents
• Provide specialized administrative transactions and processes (e.g., translate, type, proofread, and/or format documents; record and transcribe meeting minutes; draft simple correspondence messages)
• Petty Cash Management:
• Serve as the backup Petty Cash Custodian
• In the absence of the primary custodian, manage and maintain the petty cash fund according to established procedures
• Ensure accurate record-keeping of all petty cash transactions
• Assist in reconciling petty cash accounts as needed
• Adhere to all security protocols related to handling and storing petty cash
• Participate in required training on petty cash management procedures
• Support the implementation of any new petty cash processes, as directed by management
• General Facilities Support:
• Assist the Facilities Manager with day-to-day operations
• Contribute to maintaining a safe and efficient work environment
• Perform other facilities-related tasks as assigned
• Expatriate Housing Management:
• Assist the Senior Facility Officer in identifying and assessing housing options for expatriate staff
• Support the move-in and move-out processes for expatriate staff, including inventory checks and handover procedures
• Assist in managing maintenance and repair requests for expatriate housing
• Assist the Senior Facility officer to maintain up-to-date records of all expatriate housing, including lease agreements, inventories, and maintenance histories

• Conduct regular inspections of expatriate housing to ensure compliance with CRS safety and security standardsLiaise between expatriate staff and property owners/managers to address any housing-related issues or concerns

• Required Languages - List languages required to perform the job
  Travel - Must be willing and able to travel up to 20%.
  Supervisory Responsibilities: none