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.

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Job Title: Administrative Assistant

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:

The Inclusive Nutrition and Early Childhood Development (INECD) activity will promote nurturing and responsive care practices, especially in the areas of health, functioning, nutrition, and early childhood development (ECD) for caregivers and children. Specifically, the activity aims to improve health and nutrition outcomes among women of reproductive age and adolescents and improve infant and young child feeding practices. It also aims to address child development gaps and significant unmet physical rehabilitation and assistive technology (rehab/AT) and social inclusion needs for infants and children. The activity will focus on community-level service delivery, community-health facility linkages and district level capacity development, as well as address issues of inclusion and participation, including access to programs and services for children and adults with disabilities, in line with Government of Rwanda priorities.

As member of INECD project team, 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:

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).
Prepare transactional documents in support of general operations processes and support coordination of transaction processing (e.g. payment requests, travel authorizations, travel advances, ).
Compile data, perform data entry and data verification in relation to general administration processes (e.g. various contact lists, staff attendance reports, Vehicle Log Sheets review, etc.).
Support travel and logistics arrangements for staff and visitors. Schedule and coordinate appointments.
Provide logistical and communication support to event planning activities.
Support implementation of property management processes, such as property receipt and distribution, property labeling, physical counts, etc.
Welcome visitors and triage flow of information and communication accordingly.
Organize project related documentations including systematic filing and retrieval of electronic and paper documents.
Manage the petty cash for the cluster office.
Manage the stock of material and consumables for the cluster office.
Ensure cleanliness of the cluster office.

Typical Background, Experience & Requirements:

Education and Experience

Bachelor’s degree in administration or management required. Professional diploma/Certificate or courses in Administration preferred.
Two years experience working in an office environment in a clerical or administrative role. Experience with a local or international NGO a plus.
Additional education may substitute for some experience.
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.

Personal Skills

Good time management skills with ability to work on multiple tasks.
Strong customer service orientation with good communication and interpersonal skills
Proactive, resourceful, solutions oriented and results oriented.
Strong written and verbal communication skills.
Support colleagues and contribute to a positive work environment.
Understanding of standard office protocols and procedures.
Organizing and maintaining both physical and digital files.
Required/Desired Foreign Language: Full working proficiency in English and Kinyarwanda is required.

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.

Builds & Maintains Trust
Collaborates with Others
Open to Learn
Leads Change
Develops & Recognizes Others
Strategic Mindset
Personnel Accountability
Acts with Integrity
Supervisory Responsibilities: Cleaners

Key Working Relationships:

Internal: Program staff at cluster level, DCoP Operation, Administrative, procurement and Finance staff.

External: INECD consortium and local partner staff, District local authorities, Suppliers, Visitors

How to apply

Interested and qualified candidates should complete the attached application form, Self -Declaration Clause and submit them together with one page Cover letter plus updated CV (maximum three pages) all in/as one document – via email only to: [email protected] not later than Tuesday February 27th, 2024, at 5:00pm.

Please, include below statement in your cover letter:

“By applying to this job, I understand and acknowledge that CRS requires its staff to treat all people with dignity and respect and to actively prevent harassment, abuse, exploitation, and human trafficking. Further, I understand that if I am a successful candidate, I will be subject to a comprehensive background check, and my personal/professional references will be asked to evaluate my behaviors related to the above safeguarding-related topics.”

Also include your full names and title “Administrative Assistant @ Band 4” in the subject line. Due to anticipated high interest in this post and the expected number of applicants, only short-listed candidates will be contacted.

Kigali February 14th, 2024.

Country Representative