Job Summary:
You will manage and lead administrative and operations support to Central Darfur field offices, while managing day to day field office activities and providing responsive, effective, and efficient services in several of the following operations areas - Logistics, Procurement, HR, Finance, Government and other stakeholders’ relations, and safety and security - in support of the Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable. You will contribute to advance the programming and operations objectives and promote and ensure stewardship of resources, and a high-quality service approach are integrated into administrative systems, policies, and procedures. The Admin Manager will work in close coordination with the program & operations senior management team.
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 operations 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. Recommend changes in office practices and coordinate revision of systems, policies, and procedures to contribute to operational excellence.
- Oversee the efficient use and management of CP assets and rented facilities. Ensure fully compliant procurement for office supplies and asset management systems. Organize inventory monitoring, control, and reporting.
- Effectively manage administrative talent and supervise. Manage team dynamics and staff well-being. Provide coaching, tailor individual development plans, and complete performance management for direct reports. Monitor and assess performance to ensure capacity for successful support of high-quality programming.
- 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. Manage event planning activities, including delegation visits, trainings and workshops.
- Serve as the key liaison and maintain relationships with relevant external stakeholders (local authorities, local partners, community organizations, landlords, service providers, etc.) on assigned administrative matters and ensure required authorizations and documents are up to date.
- Support planning and implementation of all key activities at the state office level ensuring alignment with Country Program (CP) and agency strategic programming and operations excellence priorities and standards.
- Attend state level meetings, donors’ visits, INGOs meetings and visit relevant government agencies to help CRS coordinate its programs and strategies.
- Serve as the state-level security focal point. Proactively manage security and mitigate security risks. Ensure a safe work and living environment through leading implementation of safety and security protocols and staff care and well-being best practices. Also, review, approve and make recommendations for CRS staff travel to, from and within the state. Liaise with the Health, Staff Safety & Security team on staff safety & security as well as reporting on incidents
Basic Qualifications
- Bachelor's Degree in Business Administration or another relevant field. Master's degree would be a plus.
- Minimum of 5 years work experience in administrative or operations support functions within an international organization with progressive responsibilities and some project management experience. Experience with an NGO and office management experience a plus.
- Strong experience in staff safety and security related matters.
- Proficient in MS Office package (Excel, Word, PowerPoint, Visio), Web Conferencing Applications, and information
Required Languages – Arabic & English
Travel - Must be willing and able to travel up to 50% of the time to project and office locations within Central Darfur.
Knowledge, Skills and Abilities
- Very good planning, organizational and time management skills
- Ability to make sound judgment and good decisions
- 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
- Experience in stakeholder management and establishing and strengthening community partnerships.
- Knowledge of procurement and general office administrative/management issues
- Staff management experience and abilities that are conducive to a learning environment.
Agency REDI Competencies (for all CRS Staff):
Agency competencies clarify expected behaviors and attitudes for all staff. When demonstrated, they create an engaging workplace, help staff achieve their best, and help CRS achieve agency goals. 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.
- 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.
Supervisory Responsibilities (if none, state none) – HR Officer, Warehouse staff, Security guards, cooks and cleaners
Key Working Relationships:
Internal: Darfur staff, Program Managers, Health, Staff Safety & Security team
External: State line ministries and other local authorities, national and international NGO partners, UN agencies for coordination and representation.
***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 prioritizes candidates who are citizens/ permanent residents of the countries where we have CRS offices.
CRS is an Equal Opportunity Employer
All qualified candidates are encouraged to apply for this position, especially those from marginalized and people with disabilities backgrounds
Submission location:
- If you are interested, please submit a cover letter, resume, and copies of your educational and work certificates to Zalingei Lobour Office.
- Kindly ensure that your cover letter or resume includes a phone number you can be reached at.
