PRIMARY RESPONSIBILITIES
The Administration Manager is responsible for ensuring the implementation and maintenance of administrative and management control systems in compliance with CRS’ principles, policies, procedures and strategic framework, as well as USAID, other donors and Government of Haiti regulations. The ADM works closely with the Operations Manager, Department and Unit Managers, in addressing important administrative issues

KEY WORKING RELATIONSHIPS
Internal
- Head of Operations, DCR/Operations, Deputy Admin Manager/Cayes, Admin staff, Deputy Finance Manager/Disbursements, Program Managers , Finance Manager, Fleet Manager, Procurement Manager, IT Manager, Logistic Department

External
Major Responsibilities of Position

I. Management & Administration

• Responsible for the management of the Administration department.
• Directly supervise the Office Manager, Admin Officer/Travel and Logistics, Admin Officer/ Payments, General Services Officer and Logistic Supervisor
• Define with all the members of the section the national strategic planning for the Administration.
• Act as the key liaison in assisting the Operations Manager in coordinating and implementing the Strategic of the CRS Operations.
• Ensure that guidance, training and support is given to the staff
• Represent CRS to discuss and resolve issues related to the lease contracts, contracts for services, new NGO regulations and other legal issues involving administration.
• For the lease management, be responsible to negotiate price of the lease and any other matter benefiting CRS.
• Ensure close follow up on the recovery of the deposits.
• Ensure that a proper inventory is done at the beginning and closing of a lease.
• Ensure that all contracts and agreements are revised in compliance to the Country Program policy and all new vendors, consultants are regularly verify in accordance to the ''Patriot Act'' before their route to the CRS for signature.
• Ensure the contract templates are updated regularly and posted onto Global for easy access.
• Attend the Senior Management Team meetings and participate in information sharing and discussions with team members on important programmatic, administrative and management issues.
• In conjunction with the Senior Management Team, establish and coordinate mechanisms for employee participation in activities that improve overall staff morale and productivity.
• Visit CRS sub-offices and Les Cayes office on a quarterly basis to address administrative and personnel issues with staff.
• Ensure that travel coordination is planned and booked according to the request received
• Ensure that both domestic and international flights for CRS staff are done promptly
• Ensure that the Guest Houses is well kept and managed
• Be readily available at all times including weekends to deal with issues as related to travel and guest house management issues raised by travelers or guest house occupants.
• Ensure that a tracking table of phone numbers assigned to the employees and visitors are updated regularly.
• Act as the point person with Digicel for any issues with phone management and ensure they are resolved
• Ensure that the petty cash system follows the procedure of the organization
• Oversee the work of the GSO and ensure that all electric and hydraulic materials and equipment are well kept.
• Oversee and manage the procurement payment processes
• Check and ascertain the accuracy and validity of invoices and other documents submitted for payment, verify the correctness/completeness of documents
• Perform a 3-way match review of the supporting documents: 1. Purchase Order/Contract; 2. Goods Received Note/Certificate of Services; 3. Vendor Invoice
• Make sure that payments to contractors or consultants are done in accordance to the conditions stipulated in the contract agreements. Final payments have to be accompanied by completion confirmations from responsible departments.
• Manage the Payment Tracking Table by keeping a close look of payments incremental
• Ensure that all accident are reported to HQ timely
• Ensure full compliance with CRS HQ and CP purchasing manual, Documentation policy, and process flow chart.

II. Logistic and inventory Management
• Logistic responsibilities
• Accounting tasks
• Reports Compliance
• Inventory Management
• Emergency Response Team responsibilities

III. Contracts review
• Ensure that all contracts and agreements are revised in compliance to the Country Program policy (project agreement, donation agreement, lease contract, contract for service and consultancy)
• Implement and maintain a management system for the contracts.
• Perform the Bridger Test for the party signing with the organization.
• Assign a number to each contract and hold a tracking table for all the reviewed contracts
• For the project agreement, require manager to submit the PFAFS form and assign a number
• Require the T4 code when necessary.
• After the revision, end the process by printing the contract, preparing the cover sheet, providing the Bridger test report, providing all relevant documents, sending the package to the Head of Section for last review before getting the CR signature.
• Collect a copy of the contract for filing purposes.

Competencies
• Self-starter with ability to operate efficiently and be successful under difficult conditions. Creativity and flexibility are paramount
• Strong analytical and creative problem solving skills
• Demonstrated ability to prioritize, manage multiple tasks, delegate responsibilities and ensure follow-up
• Proven planning and organizational abilities

IV. Disclaimer Clause: This job description is not an exhaustive list of the skill, effort, duties and responsibilities associated with the position.
PRIMARY RESPONSIBILITIES
The Administration Manager is responsible for ensuring the implementation and maintenance of administrative and management control systems in compliance with CRS’ principles, policies, procedures and strategic framework, as well as USAID, other donors and Government of Haiti regulations. The ADM works closely with the Operations Manager, Department and Unit Managers, in addressing important administrative issues

KEY WORKING RELATIONSHIPS
Internal
- Head of Operations, DCR/Operations, Deputy Admin Manager/Cayes, Admin staff, Deputy Finance Manager/Disbursements, Program Managers , Finance Manager, Fleet Manager, Procurement Manager, IT Manager, Logistic Department

External
Major Responsibilities of Position

I. Management & Administration

• Responsible for the management of the Administration department.
• Directly supervise the Office Manager, Admin Officer/Travel and Logistics, Admin Officer/ Payments, General Services Officer and Logistic Supervisor
• Define with all the members of the section the national strategic planning for the Administration.
• Act as the key liaison in assisting the Operations Manager in coordinating and implementing the Strategic of the CRS Operations.
• Ensure that guidance, training and support is given to the staff
• Represent CRS to discuss and resolve issues related to the lease contracts, contracts for services, new NGO regulations and other legal issues involving administration.
• For the lease management, be responsible to negotiate price of the lease and any other matter benefiting CRS.
• Ensure close follow up on the recovery of the deposits.
• Ensure that a proper inventory is done at the beginning and closing of a lease.
• Ensure that all contracts and agreements are revised in compliance to the Country Program policy and all new vendors, consultants are regularly verify in accordance to the ''Patriot Act'' before their route to the CRS for signature.
• Ensure the contract templates are updated regularly and posted onto Global for easy access.
• Attend the Senior Management Team meetings and participate in information sharing and discussions with team members on important programmatic, administrative and management issues.
• In conjunction with the Senior Management Team, establish and coordinate mechanisms for employee participation in activities that improve overall staff morale and productivity.
• Visit CRS sub-offices and Les Cayes office on a quarterly basis to address administrative and personnel issues with staff.
• Ensure that travel coordination is planned and booked according to the request received
• Ensure that both domestic and international flights for CRS staff are done promptly
• Ensure that the Guest Houses is well kept and managed
• Be readily available at all times including weekends to deal with issues as related to travel and guest house management issues raised by travelers or guest house occupants.
• Ensure that a tracking table of phone numbers assigned to the employees and visitors are updated regularly.
• Act as the point person with Digicel for any issues with phone management and ensure they are resolved
• Ensure that the petty cash system follows the procedure of the organization
• Oversee the work of the GSO and ensure that all electric and hydraulic materials and equipment are well kept.
• Oversee and manage the procurement payment processes
• Check and ascertain the accuracy and validity of invoices and other documents submitted for payment, verify the correctness/completeness of documents
• Perform a 3-way match review of the supporting documents: 1. Purchase Order/Contract; 2. Goods Received Note/Certificate of Services; 3. Vendor Invoice
• Make sure that payments to contractors or consultants are done in accordance to the conditions stipulated in the contract agreements. Final payments have to be accompanied by completion confirmations from responsible departments.
• Manage the Payment Tracking Table by keeping a close look of payments incremental
• Ensure that all accident are reported to HQ timely
• Ensure full compliance with CRS HQ and CP purchasing manual, Documentation policy, and process flow chart.

II. Logistic and inventory Management
• Logistic responsibilities
• Accounting tasks
• Reports Compliance
• Inventory Management
• Emergency Response Team responsibilities

III. Contracts review
• Ensure that all contracts and agreements are revised in compliance to the Country Program policy (project agreement, donation agreement, lease contract, contract for service and consultancy)
• Implement and maintain a management system for the contracts.
• Perform the Bridger Test for the party signing with the organization.
• Assign a number to each contract and hold a tracking table for all the reviewed contracts
• For the project agreement, require manager to submit the PFAFS form and assign a number
• Require the T4 code when necessary.
• After the revision, end the process by printing the contract, preparing the cover sheet, providing the Bridger test report, providing all relevant documents, sending the package to the Head of Section for last review before getting the CR signature.
• Collect a copy of the contract for filing purposes.

Competencies
• Self-starter with ability to operate efficiently and be successful under difficult conditions. Creativity and flexibility are paramount
• Strong analytical and creative problem solving skills
• Demonstrated ability to prioritize, manage multiple tasks, delegate responsibilities and ensure follow-up
• Proven planning and organizational abilities

MINIMUM QUALIFICATIONS AND EXPERIENCE

- License in Management / Accounting or a minimum of 5 years of experience
- Minimum 3 years’ experience in managerial position;
- Minimum 3 years’ experience in supervision of staff, experience working within a multi-cultural environment desirable;
- Experience in INGO or international organization is preferred.
- Proven management skills with knowledge of procurement and general office administration and logistics.
- Self-guided, ability to work independently, as well as in the team.
- Strong organizational, planning, analytical and problem solving skills, ability to make sound judgment and decisions;
- Excellent interpersonal and communication skills
- Fluency in written and spoken English, French and Creole;
- Computer proficient in word processing, spreadsheets, presentation tools, e-mail and internet;
- Commits to integrity and CRS Guiding Principles.

Foreign Language Required:

- English

* This Job Description is not an exhaustive list of the skill, effort, duties and responsibilities associated with the position.

Interested candidates should send their curriculum vitae with a cover letter, and copy of certificates with the title of the position