Position Title: Administrative Assistant

Department: Operations

Compensation Band: BG-4**

Reports to: Operation Manager

Country/Location: Egypt

Background:

The CRS Egypt country program began in 1956 at the invitation of the Egyptian president Nasser by providing relief assistance to the victims of the Suez War. Over the following few decades, CRS Egypt moved from large-scale food relief to long-term poverty alleviation and development programs. CRS Egypt works in a wide variety of areas within the development field.

Currently, CRS Egypt has three main programs: the livelihoods program, interfaith peacebuilding program and the education assistance program for refugees. Projects under these programs range from the provision of technical assistance and capacity building to partners, and promoting peace and tolerance, to educational grants for refugees, and the protection of children who are victims of trafficking. Additional programming includes Emergency Preparedness and Response projects that arise as need be. A regional Management Quality unit assists the CP support department in developing and maintaining the highest level of operations standards.

CRS Egypt currently holds a main office in Cairo, and sub-offices in Maadi.

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.

Job 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, proof read, 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, visas, etc.).

· Compile data, perform data entry and data verification in relation to general administration processes (e.g. various contact lists, Vehicle Log Sheets review, visitors’ welcome packages, employee and visitors presence in the office tracking sheet, 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.

· Serve as the CRS/Egypt petty cash custodian in accordance with CRS petty cash management procedures.

· Ensure that the petty cash fund is adequately safeguarded.

· Disburse funds based on proper documentation and approval by designated approvers according to the CRS/Egypt Map of Authorities.

· Ensure that the offices are fully equipped with stationery and office supplies.

Typical Background, Experience & Requirements:

Education and Experience

· Graduate degree in a directly related field

· 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.

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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

Required/Desired Foreign Language: Excellent command in English and Arabic.

Travel Required: Job requires travel to sites within Cairo metropolitan area.

Key Working Relationships:

Supervisory: None.**

Internal: All CRS Team Members

External: Hotels, Vendors, Visitors, Partners.

Safeguarding Policy

CRS is committed to safeguarding program participants from exploitation and abuse. The successful candidate is expected to sign and adhere to the CRS Safeguarding Policy and Code of Conduct.

VACCINATION REQUIREMENT

CRS is committed to the health and safety of all program participants and staff. Staff must be vaccinated against COVID-19 as of December 1, 2021, or registered in the national registry and awaiting their first appointment. Confirmation of vaccination status will be required to undertake work with CRS as of December 1, 2021.

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.

· Trusting Relationships

· Professional Growth

· Partnership

· Accountability

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.

Equal Opportunity Employer