Primary Function:

The Program Administrative Assistant is directly supervised by the Head of Programs (HOP) and works as an active team member of the Programming Unit, while also providing support to the head office - specifically the Head of Operations and Country Representative as needed. The Program Assistant autonomously manages administrative functions and support for the programming office including programming in Health, Education, Urban Programs (DRR), Agriculture, MEAL, and Business Development. The Program Administrative Assistant works with programming teams with the management of administrative, financial and logistical tasks as delegated and designated by the HOP. S/he is considered the key facilitator for office-wide correspondence and information processed through the Programming office and ensures confidentiality of all files considered as such. The Program Assistant is responsible for communication activities related to document management, and the dispatch of inter-office pouches that concern programs and executive office communications. S/he is also responsible for assisting in the coordination and logistics assistance of international visitors.

SPECIFIC RESPONSIBILITIES:

• Coordinates administrative systems including sharing important templates, forms, and documents with the program team.
• Assists programming with completing project agreements contracts and other related documents while ensuring that correct versions are used and completed fully and accurately.
• Responsible for CRS partners/consultant contract archiving (soft and hard copy)
• Responsible for official communications with partner institutions as designated by the HoP.
• Assists in coordination with Human Resources for timesheet submission, the recruitment of program staff, and other HR needs.
• Coordinates with the transportation department for logistical program needs.
• When requested prepares documents and requests for program activities including PRFs, partner advances, RFCDs, etc.
• Follows up and coordinates with procurement on programming requests.
• Coordinates with programming team for office materials needs.
• Drafts and/or writes routine correspondence ensuring proper grammar and spelling, as requested by the Head of Programs, Head of Operations and/or the Country Representative. Ensures signatures and distribution or mailing as required.
• Maintains file tracking system, ensuring confidentiality, updating file listings, labeling, archiving, and ensuring the organization and safe keeping of documents.
• Maintains accurate log book of correspondences entering and leaving the head office.
• As requested, schedules appointments for the Head of Programs, Country Representative, and the Head of Operations.
• Maintains and manages the weekly pouch system with CRS/Baltimore Headquarters Office, ensuring the weekly deadline for the pouch is respected by all departments.

Qualifications
• 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;
• Excellent 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.

This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.

The concerned candidates are asked to send their complete application (cover letter, CV, copy diplomas) confirming the subject "Program Administrative Assistant" .

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