JOBS & RECRUITMENT
Administrative Assistant – Facilities at Catholic Relief Services (CRS)
Catholic Relief Services (CRS) is an International non-governmental organization supporting relief and development work in over 99 countries around the world
- Experience 2 years
- Location Abuja
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.
Roles and Key Responsibilities:
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 standards
- Liaise between expatriate staff and property owners/managers to address any housing-related issues or concerns
Basic Qualifications
- HND/BSc in Business Administration, Economics, Administration, Management, or related Social Science and/or Engineering field.
- Two years’ experience working in an office environment in a clerical or administrative role. Experience with a local or international NGO a plus.
Preferred Qualifications
- Knowledge of computer software – MS Office, particularly Excel and Word.
- Basic knowledge of generators, air conditioners, refrigerators, and electric cable connections.
- Basic knowledge of office and equipment maintenance.
- Excellent written and oral communication skills in English.
- Demonstrate a high level of initiative, diplomacy, and tact.
- Must be flexible and work independently and as part of a team.
Knowledge, Skills, and Abilities
- Good time management skills with the ability to work on multiple tasks
- Strong customer service orientation with good communication and interpersonal skills
- Proactive, resourceful, solutions-oriented and results-oriented