PURPOSE OF THE POSITION:
Provide skills in performing complex and difficult tasks in the Administration Section in order to give general administrative support for the operation of the CRS South Sudan Program, as a supportive member of the multi-cultural Management Quality team.
KEY RESPONSIBILITIES
• Provide all administrative support to the Operations Manager
• Manage filing and distributing all incoming and outgoing mail/faxes/letters/documents.
• Create and manage a centralized CRS SS filing system, including a regularly updated Master file list and train new staff in the system.
• Support CRS SS by managing technical infrastructure (procurements for photocopier, faxes, telephones); arranging for equipment servicing and repairs when needed.
• Creating and updating the national and international staff contact lists (Tel, mobile, e-mail and address lists) as required.
• Send/receive DHL pouches with itemized inventory list and prepare necessary payment paperwork.
• Manage Mobile telephone distribution of credits and implement current mobile phones Policy
• Coordinate deliveries with Fleet Manager/Drivers and Logistics.
• Maintenance of purchasing records for control and reference for office supplies and Stationery, and provide monthly report to Operations Manager on the status and use of
Supplies/stationeries
• Manage Petrol Coupons box (in determined hours).
• Assist international staff with entry and residency visas; create and update a checklist for all visa requirements, arrange airport and hotel pickups, border swaps, hotel reservations, meeting appointments etc. Liaise with Fleet, the host and the guest.
• Manage all international and domestic travel arrangements as requested and ensure timely and clear communication with relevant parties in writing.
• Manage hotel reservations for visitors or new staff as needed
• Assist with international travel arrangements as requested.
• For international staff residence (Kator) and guest house (Tomping), manage all related
Matters of maintenance and services costs
• For CRS SS Office in Juba, manage all matters related to maintenance, supplies and
Services
• Coordinate with Fleet Manager for visitor’s transportation needs (border exchange, airport pickup, etc.)
• Manage the petty cash account (collect completed petty cash request forms, verify
Signatures and receipts and disburse cash if approved) in accordance with CRS SS cash
Management procedures
• When meetings are being held in the office, organize assistant to arrange breaks and provide beverages. Order snacks and lunches as directed.
• Maintain hygiene supplies (cloths and detergents) and refreshments for meetings (coffee,
cups etc.), as per assistant’s report.
Qualifications/Experience
Bachelor degree in administration/management, Logistics and Procurement and Accounting from an accredited college or university.
Five years of progressive experience in management/administration, fleet/logistics and procurement, finance management, with international NGOs, working within a complex organizational structure.
Good interpersonal skills and ability to interact effectively with staff, vendors, outside agencies, general public, government officials
Ability to work with a multicultural team
Good communication skills including the ability to make clear and concise presentations.
Ability to make sound decisions in a manner consistent with the essential job functions.
Ability to operate assigned equipment and write reports
Excellent computer skills (MS Word, Excel).
Application letters and CVs together with the names of three professional referees, should reach the undersigned not later than Monday, 28th May, 2012.
Only short-listed candidates will be contacted.
Human Resources Manager
Catholic Relief Services –
Southern Sudan program, Juba Office
OR to jobapps@crssudan.org or Moses.Ayume@crs.org
CRS Sudan Program is an equal-opportunity employer. In making employment decisions it does not discriminate on the basis of gender, ethnicity, religion or political affiliation.
ADMINISTRATION MANAGER, CRS JUBA
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