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Administrative Assistant – Faster

Catholic Relief Services (CRS) carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. Our Catholic identity is at the heart of our mission and operations. We welcome as part of our staff and as partners people of all faiths and secular traditions who share our values and commitment to serving those in need.

The CRS Zambia program office opened in September 1999, following an extensive and participatory assessment in collaboration with the Zambian Catholic Commission for Development (CCD). Programming has transitioned from its early stages augmenting CRS private resources with outside public funding. Opportunities abound in Zambia for quality programming that meets the needs of the poorest in a country where the vast majority (80%) lives below the poverty line and approximately 14% are HIV positive. The overall programming focus of CRS Zambia is HIV and Food Security.

Background

Through the Faith-Based Action for Scaling up Testing and Treatment for the Epidemic Response (FASTER) project, CRS plans to catalyze a game-changing enabling environment and create operational guidance, tools, training, and practical evidence that will allow provinces, districts and sites with high unmet need to address key gaps in the child and adolescent HIV treatment cascade. FASTER is funded by the Centers for Disease Control and Prevention (CDC) through the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR) to accelerate pediatric ART in four African countries. To accelerate efforts to end pediatric HIV in Zambia, CRS will address structural and policy barriers, innovate, and facilitate scale-up of what works. FASTER will work with the Ministry of Health (MOH), national technical working groups, and other pediatric implementers nationwide.

Position Summary

The Administrative Assistant provides responsive, effective, and efficient administrative support services in areas including, Logistics Supply Chain, Fleet, Procurement, Security and Safety in support of the FASTER project. S/he promotes stewardship of resources and ensuring that a high-quality service approach is integrated into administrative systems, policies and procedures.

Key Responsibilities:

  • Provide high quality and efficient support to FASTER operations and administration functions
  • 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 CRS Zambia 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
  • Support the efficient use and management of country office and FASTER assets and rented facilities
  • Ensure fully compliant procurement for office supplies and asset management systems for FASTER
  • Organize inventory monitoring, control, and reporting
  • Serve as the key liaison and maintain relationships with relevant external stakeholders (service providers, etc.) on assigned administrative matters and ensure required authorizations and documents are up-to-date
  • Provide travel and logistics support and services to staff and visitors including event-planning activities, including delegation visits, trainings and workshops
  • Coordinate with CRS country program Administration on administration activities when required

Qualifications

  • Minimum of Diploma in Business Administration or Management
  • Minimum of three (3) years of work experience in administrative support functions with an NGO, with increasing responsibility including office management experience
  • Procurement experience a plus
  • Proficient in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems
  • Excellent verbal and written English skills

Personal 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
  • Planning, organization and time management skills
  • Ability to make sound judgment and good decisions

Travel Required: 20%

Key Working Relationships

Supervisory: None

Internal: Project Director, Grant & Compliance Manager, Project Officers

External: Facilities, vendors, partners

Agency-wide Competencies: These are rooted in the mission, values, and principles of CRS and used by each staff member to fulfill his or her responsibilities and to achieve the desired results.

  • Trusting Relationships
  • Professional Growth
  • Partnership
  • Accountability

Disclaimer: The 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

How to Apply

Applicants Instructions: Please email a cover letter, and curriculum vitae which should include three references to the email below: Please include the position you are applying for in the subject line.

Only shortlisted candidates will be contacted for an interview.

Application deadline
31 May 15:00
Email applications to
crszambiajobs@crs.org
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Founded by the US Conference of Catholic Bishops in 1943, Catholic Relief Services (CRS) has expert experience in managing complex, multi-year relief and development projects. The organisation has been operating in Zambia since 2000, with programs in 8 Zambian provinces, dealing with health, nutrition, agriculture, microfinance and capacity building.
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