Job Summary:
You will coordinate the provision of responsive, effective, and efficient administrative and logistical services in support of the Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable. You will help ensure stewardship of resources and a high-quality service approach are integrated into administrative systems, policies, and procedures.
Roles and Key Responsibilities:
- Coordinate and report on activities and required resources to ensure cost efficient and quality service delivery from administrative support functions.
- Help ensure administrative systems, processes, and policies are in line with agency standards and donor and local law regulations.
- 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.
- Coordinate the efficient use of CP assets and rented facilities. Help ensure fully compliant procurement of office materials and asset management systems.
- Help identify safety issues and ensuring a safe and sound work environment.
- Coordinate the provision of travel and logistics support and services to staff and visitors. Coordinate event planning activities, including delegation visits, trainings and workshops.
- As an Insight ERP Persona holder, ensure the creation of insights requisitions and receipt of goods and services in the system.
Specific responsibilities:
- Office/guesthouse management
- Ensure that CRS office and guesthouses are kept in pleasant living conditions
- Ensure all repair works as necessary/requested are done in a timely manner
- Monitor the rental agreement of all office and guesthouses, and ensure their renewal as needed/required
- Initiate/process the payment of all rents, according to rental agreement
- Ensure that visitors in Geneina are well accommodated, and their requirements are met.
- Liaise for emergency food items purchase for the guesthouse, control an inventory for emergency food items at guesthouse, maintain up to date stock cards.
- Make sure that all emergency food items are used as (first come first served).
- Make sure that the expiry dates of items in the stores are valid.
- Keep up to date the inventory listing for assets and durable items in both guesthouses.
- Conduct preparations of workshops carried out by the programs, such as booking of halls/reservation of refreshments from the market etc
- Supervise guards, cooks and cleaners in Office and guesthouses. Manage their work plans, rotation between guest houses and offices, see that they can perform their duties well and upgrade their skills for cooking on a regular basis.
- Equipment, furniture maintenance (except computer equipment which are under IT department’s responsibilities)
- Ensure that all equipment and furniture at offices and guesthouses are maintained and kept in good condition
- Ensure required preventive maintenance of all office equipment to avoid/reduce breakdown, and interruption in operations
- Ensure all repairs are done on a timely basis as needed/requested
- Ensure that the generators at all offices and guesthouses and any other locations are maintained in functioning condition at all times
- Ensure that all supplies required/needed for the regular maintenance of the generators are available and ready to be used at all locations
- Utilities
- Ensure that CRS office and guesthouses have adequate water, electricity, solar and internet connection systems
- Ensure sufficient stock of fuel for operating the generators at all locations for at least one (1) month to avoid a break in the fueling system
- Ensure that water and electricity connections system at guesthouse and office are properly functioning. Ensure that guesthouses have gas and portable water and there are enough refilled spare gas cylinders in the guesthouses at all time.
- Ensure fuel use for generators are accurately recorded and reported in a timely manner as required/needed
D. Vehicle operations and land travels
- Coordinate with all managers and officers, in determining long and short-term transportation needs.
- Develop and update transport plans and assign vehicles and drivers for transportation as requested.
- Checking and hiring vehicles that are in good condition which can transport staff and goods safely.
- Train drivers regarding CRS vehicle use policies (vehicle logs, and staff security and safety).
- Ensure that all vehicles necessary equipment such as spare tires, jacks, and other necessary tools.
- Ensure rented vehicles for field trips are available according to approved requisitions.
- Verify that the drivers for all rented vehicles possess current, valid drivers’ licenses and a high level of competence to guarantee personal and staff safety.
- Get clearances from local authorities (SAHRO) for vehicle movement to the field, and for all travelling staffs, as required.
- Prepare ISS (Invoice Summary Sheet) for rented vehicles both inside and outside Geneina.
E. WAREHOUSE MANAGEMENT
- Support in identification of storage facilities, transportation resources and leasing options.
- Receive all consignments into the warehouse and check for discrepancies against waybills and purchase orders.
- Report any discrepancies or damage immediately to the relevant sectors.
- Maintain accurate records (bincards, stock cards etc) of all items stored in CRS warehouses.
- Ensure that all items for dispatch and distribution are properly authorized before items leave the warehouse.
- Maintain and update the assets and inventory records with additions as well as disposals.
- Ensure all CRS assets at office and guesthouses are well arranged and kept in proper order.
- Carry physical inventory of fixed assets and inventory in Geneina Office and deep field offices at the end of the CRS fiscal year as per the CRS policy.
- Coordinate and submit monthly reports for West Darfur including assets and inventory registers, fuel consumption reports and stock reports.
Basic Qualifications
- High School diploma required. Bachelor’s degree in business administration or relevant field preferred.
- Minimum of 2 years work experience in administrative support functions, with increasing responsibility. Experience with a local or international NGO a plus.
- Proficient in MS Office package (Excel, Word, PowerPoint, Visio), Web Conferencing Applications, and information management systems.
Required Languages - Arabic & English
Travel - Must be willing and able to travel up to 25% of the time to Adre/Adekong border as well as project and office locations within West Darfur, if needed.
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
- 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) 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.
Submission location:
- If you are interested, please submit a cover letter, resume, and copies of your educational and work certificates to CRS- ELGeniena Office.
- Kindly ensure that your cover letter or resume includes a phone number you can be reached at.
