Job Summary:
You will manage the provision of responsive, effective, and efficient administrative services and coordinate functions throughout all offices and locations for CRS in Haiti. The Administrative Manager is the focal point for ensuring that visitors receive administrative support before and during their stay. The Administrative Manager is also responsible for maintaining relations with the State structures and ensures that tasks such as coordinating the accommodation of staff and visitors, managing contracts and service agreements, invoices are made on time and Information and Communication Technology (ICT) perform at a high quality, and all maintenance of facilities and buildings - in support of the Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable. You will promote and ensure stewardship of resources and a high-quality service approach are integrated into administrative systems, policies, and procedures while supporting in the day-to-day administrative management of the CRS Haiti offices under the supervision of the Head of Operations.

Job Responsibilities:
• Plan, coordinate, monitor and report on activities and required resources to ensure cost efficient and quality service delivery from administrative support functions. Anticipate delivery challenges to ensure service continuity.
• Coordinate all administrative functions to ensure support services are delivered with high-quality in an efficient manner. 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 agency 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.
• Oversee the efficient use and management of CP assets and rented facilities. Ensure fully compliant procurement for office supplies and asset management systems. Organize inventory monitoring, control, and reporting. Oversee ICT management and effective use, maintenance, and security of all information systems throughout the CP.
• Effectively manage administrative talent and supervise. Manage team dynamics and staff well-being. Provide coaching, tailor individual development plans, and complete performance management for direct reports. Monitor and assess performance to ensure capacity for successful support of high quality programming.
• Serve as the key liaison and maintain relationships with relevant external stakeholders (landlords, service providers, etc.) on assigned administrative matters and ensure required authorizations and documents are up-to-date.
• Help ensure staff have access to relevant information, training, and safety materials and equipment to ensure a safe and sound work environment.
• Manage the provision of travel and logistics support and services to staff and visitors. Manage event planning activities, including delegation visits, trainings and workshops.

Agency-wide Competencies (for all CRS Staff):
These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.
• Trusting Relationships
• Professional Growth
• Partnership
• Accountability


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

Typical Background, Experience & Requirements:
Education and Experience
• Bachelor's Degree in Business Administration or relevant field. Master's Degree a plus.
• Minimum of 3 years work experience in administrative support functions, with increasing responsibility. Office management experience a plus. Experience with an NGO a plus.
• Additional education may substitute for some experience; additional experience may substitute for some education.
• Procurement experience a plus.
• Staff management experience and abilities that are conducive to a learning environment a plus.
• Proficient in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems.

Personal Skills
• Very good planning, organizational and time management skills
• Ability to make sound judgment and good decisions
• 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

Required/Desired Foreign Language

English, French, and Creole (preferred)

Travel Required

Ability to travel up to 50% between national offices, internationally for seminars/trainings, and or as required.

Cover Letter, CV, Diplomas