The Office Coordinator oversees and ensures day-by-day proper functioning of the CRS central office facilities, warehouses and the residences by organizing and supervising the completion of administrative and operational processes.

SPECIFIC RESPONSIBILITIES
• Assist the Head of Administration Manager in the coordination and implementation of operations strategy and Agency's policy.
• Ensure that guidance, training and support is given to the staff at all time
• Participate in staff meetings, information sharing and discussions with members of the team on programmatic issues and important administrative follow up.
• Ensure that a tracking is done for all domestic and international travel requests
• Be available at any time, including the weekend to answer questions related to travel and queries of visitors staying in the guesthouse or hotels.
• Ensure that the listing of phone numbers assigned to employees and visitors is updated regularly.
• Ensure the implementation of the petty cash policy
• Oversee and manage the payment process from the Purchasing Department
Check and verify the accuracy and validity of invoices and other documents submitted for payment: 1. Purchase Order / contract; 2. goods received, Note / Certificate of services rendered; 3. invoice from the vendor and other supporting documents.
• Ensure that payments are made in accordance with the conditions set out in contractual agreements. Final payments must be accompanied by confirmation of completion of the responsible departments.
• Liaise, prepare and submit the Annual Report of UCAONG for submission. Ensure that the liaison is done with the Ministry of Plan, the Ministry of Finance and the Customs.
• Coordinate the receipt of shipments from Baltimore with broker.
• Oversee any activity related to the clearance of materials and equipment, payments and administrative follow up with the Broker
• Liaise with the Broker on tracking arrivals of orders, customs clearance, surveying and all relevant reporting.
• Ensure that all pertinent information is entered in the Master shipping ledger.
• Manage the facilities of CRS/Haiti Central Office (D-81), CRS warehouses and international staff residences; maintain them in good condition and ensure good functioning of all systems. Perform regular visits/inspections of the premises
• Receive Requests for Maintenance, approve and authorize internal/external Work Orders, seek approval from appropriate authority, monitor the implementation and the payment
• Manage occupancy and office space allocation for CRS departments and staff.
• Be the focal point for archive and implement an archive system for programs and operations documents.
• Ensure the storage space for the archives is adequate and in good condition.

I. Management of Contracts for leases and services
• Ensure the management of the Lease Agreements and the Contracts for Services and ensure that the contracts for services and leases are up-to-date
• At the Head of Administration Manager request, liaise with the landlords for any follow up in regard with their responsibilities related to maintenance &/or repairs of rented office space or residences
• Authorize and approve the Work Orders (WO) based on report from General Services Officer GSO
• Communicate with the GSO to ensure the works are performed as requested
• Ensure the tracking table for the payments and for the lease contract is updated (leases and other services) and uploaded onto SharePoint
• Ensure a close follow up for the reimbursement of the security deposits.
Ensure that an inventory is performed and the beginning and ending of a contract with the landlord.
• Ensure that all the contracts are revised according to the agency policy and Bridger checked before a contract is signed
• Ensure that the service contracts for Operations are updated and revised by our law firm yearly and uploaded onto SharePoint for easy access
• Ensure that a proper inventory is performed at the beginning and closing a lease.
• Represent CRS in the negotiation and management of lease contracts and service contracts
• Reviews leases, service contracts, agreements, and other related documents to ensure compliance with policies and procedures.
• Maintains appropriate contact with CRS/HT’s attorney, and seeks legal advice on issues, as necessary.
• Ensure that the vendors are vetted according to CRS policies and procedures
• 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. Request 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 and the cover sheet for filing purposes.
II. Inventory Management
• Responsible for the overall inventory/property management of the Country program.
• With the inventory staff, provide technical assistance to the property administrators, organize trainings.
• Directly supervise the Property/Inventory & Logistic Officer
• Propose changes to the physical Inventory.
• Supervise the physical inventory
• Update the Master Inventory quarterly and ensure that the master inventory is posted on CRS Global quarterly and shared as well with HQ.
• Ensure that the QTR is done timely and submitted to HQ promptly
• Improve tools used by the property staff.
• Ensure all locations have necessary tools, filing system. Ensure staffs have a good knowledge of the procedure.
• Holds a Fixed Assets Register copy for reconciliation with the Register managed by Finance
• Ensure that staff upload the tools/forms they use onto CRS Global
• Ensure that all property location form are updated

III. Supervision of The Admin Officer Payments, Admin Officer Travel and Logistic, General Services Officer, Property/Inventory & Logistic Officer

• University Degree in Business Administration or equivalency in experience;
• Minimum 3 years’ experience in similar position, experience working within a multi-cultural environment desirable;
• Experience in NGO or international organization is preferred.
• Proven management skills with knowledge of procurement and general office administration and logistics.
• Self-guided, ability to make sound judgment and decisions work independently, as well as in a team.
• Strong organizational, planning, analytical and problem solving skills.
• Excellent interpersonal and communication skills
• Fluency in written and spoken English, French and Creole;
• Computer proficient in word processing, spreadsheets, presentation tools and internet;
• Commits to integrity and CRS Guiding Principles.

• 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

Interested parties should submit a Cover Letter with their CVs