The Program Administrative Assistant is directly supervised by the DOL Project Director and works as an active team member of the Project. The Program Assistant autonomously manages administrative functions and support for the project. The Program Administrative Assistant supports the project team with the management of administrative, financial and logistical tasks as delegated and designated by the Project Dir. S/he is considered the key facilitator for office-wide correspondence and information processed through the Project and ensures confidentiality of all files considered as such. The Program Assistant is responsible for communication activities related to document management and some partner related and external office communications. S/he is also responsible for assisting in the coordination and logistics assistance of international visitors.

RESPONSIBILITIES include but are not limited to:

1. Coordinates administrative systems including sharing important templates, forms, and documents with the project team.
2. Assists project team with completing project agreements and other related documents while ensuring that correct versions are used and completed fully and accurately.
3. Assists in coordination with Human Resources for timesheet submission, the recruitment of project staff, and other HR needs.
4. Coordinates with the transportation department for logistical project needs.
5. Prepares documents and requests for project activities including PRFs, partner advances, RFCDs, etc.
6. Follows up and coordinates with procurement on project requests.
7. Coordinates with project team for office materials needs.
8. Drafts and/or writes routine correspondence ensuring proper grammar and spelling, as requested by the Proj. Dir. Ensures signatures and distribution or mailing as required.
9. Maintains file tracking system, ensuring confidentiality, updating file listings, labeling, archiving, and ensuring the organization and safe keeping of documents.
10. Maintains accurate log book of correspondences entering and leaving the project office.
11. As requested, schedules appointments with partners for project team.
12. Takes notes in meetings, ensuring proper accurate documentation and agenda. Disseminates meeting minutes to all participants and concerned departments prior to each subsequent meeting.
13. Prepare travel request forms, liquidation forms and other necessary travel documents.
14. Maintain accurate tab on office supplies for the project team
15. Perform basic translation of correspondence and basic documents.
16. Maintain meeting agenda for project director
17. Coordinate logistics, planning, and preparation for workshops, partner meetings, etc., including at times travel to the field.

• Diploma in business administration, or equivalent;
• Minimum 3 years’ experience with administrative assistance;
• Demonstrated aptitude in planning, analytical, and organization skills, and able to take initiative with minimal supervision;
• Good coordination and communication;
• Previous experience in defining and managing administrative support systems;
• Capacity to perform under pressure;
• Strong inter-personal skills;
• High level of confidentiality;
• Fluency in English and French (written and spoken);
• Computer literate, Word, Excel, Outlook, etc.

CRS’ recruitment and selection procedures reflect our engagement to protecting children and vulnerable adults from exploitation and abuse.

cover letter, CV, copy diplomas

Only the qualified candidates will be contacted for the next steps.

The concerned candidates are asked to send their complete application (cover letter, CV, copy diplomas) confirming the subject " DOL Program Admin Assistant" at the indicated email address