Catholic Relief Services (CRS) CRS works through local church and non-church partners to implement its programs, therefore, strengthening and building the capacity of these partner organizations is fundamental to programs in every country in which CRS operates. CRS re-established presence in Nigeria in 2000 and currently focuses on agriculture, health and emergency programming.

POSITION : Administrative Officer 

Context
CRS has a long and rich history of collaboration with the Global Fund to Fight AIDS, Tuberculosis and Malaria (Global Fund). Since 2003, CRS has been awarded over $290 million in Global Fund resources to implement programs in 27 countries. In Nigeria, CRS is a sub-recipient (SR) on the Global Fund HIV and Malaria grants and will assume the role of principal recipient (PR) for the Global Fund Malaria grant starting January 2017. As PR, CRS will partner with the National Malaria Elimination Program (NMEP), various state governments and malaria partners and stakeholders to coordinate the 2017 long lasting insecticide treated nets (LLIN) mass campaigns in 7 states.  CRS will also manage and oversee SRs to deliver a range of malaria treatment and prevention services at the state level.

Job Summary

• This Administrative Officer is responsible for managing the day-to-day activities that will ensure the smooth and efficient running of the zonal hub office.
• The Administrative Officer will be specifically responsible for maintenance of the office building, ensuring assets are well maintained and functional, fleet management for the zonal hub, developing and analyzing reports generated within the Administrative Department (monthly  fuel consumption reports, maintenance reports, etc.), developing relevant tools for the management or research of any administrative responsibilities, and making informed recommendations to the Zonal Team Lead, Head of Administration and Head of Operations for improvement.
• While the Administrative Officer reports to the Zonal Team Lead, s/he will need to keep the Head of Administration briefed on the status of all ongoing activities under his/her purview.

Administrative Tasks:

• Facilitate effective coordination, understanding and cooperation between zonal hub team and the administration and finance departments
• Develop strategies to ensure efficient application of agency resources, minimize wastage and achieve highest standards of stewardship
• Directly supervise the building maintenance and repair for the office and request services as needed; provide oversight to the general cleanliness of reception area and its environs
• Ensure that courier documentation (for sent and received items) is carried out properly; manage mail and mailing services
• Ensure protection and safety equipment such as fire extinguishers and first aid kits are serviced, available and in functional order at the office premises
• Prepare reports related to office maintenance, and utility costs as needed
• Participate in the procurement of materials as directed, adhering to CRS/Nigeria’s procurement manual at all times; pick up quotations and invoices from vendors and carry out receiving function for procured items, as needed
• Coordinate the use of the office conference rooms to avoid double bookings
• Coordinate logistics for workshops, meetings, etc. as needed
• Help to coordinate zonal hub staff travel schedules and support with planning and logistics as needed
• Ensure that the staff directory for the zonal hub is constantly up-to-date and inform the Abuja office of changes

Finance Tasks:

• Manage petty cash; this includes receiving completed and approved petty cash IOU forms, checking for appropriate approvals, disbursing the approved petty cash requests, following up and liquidating the requests in a timely manner, completing the petty cash register, balancing the petty cash register daily (with immediate notifications to finance of any discrepancies) and always keeping the petty cash tin secured
• Raise all requests for vendor payments when the documentation is provided; follow up on these payments promptly
• Raise requests for goods and services for pooled costs
• Go to bank for withdrawals and deposits as applicable to the petty cash management process

Asset management:

• Oversee the efficient use of office equipment including office (generators, photocopiers etc.) and telecommunication equipment as well as maintenance contracts for this equipment
• Serve as the primary custodian of office supplies and consumables; distribute these based on written requests
• Maintain proper and accurate records/inventory of office equipment and supplies (including distribution and usage)
• Keep an inventory of the store (using stock cards) and update this information on a monthly basis
• Send an updated inventory report on assets over $5000 to Head of Administration every quarter
• Circulate the office supplies purchase request forms and liaise with the Head of Administration to restock the needed supplies in a timely manner
• Make recommendations to the Head of Administration on items to be disposed of and prepare list of items for auctioning when directed

Vehicle Management:

• Provide direct supervision to drivers, using CRS’ performance management system and standards
• Receive and review all vehicle reports, report any issues immediately upon identification
• Provide general oversight to vehicle dispatch and allocation
• Review log sheets and data entry into the VMS tool and the monthly reports from the pool
• Provide regular trainings on the use of the VMS to staff in the fleet management unit

Logistic:

• Coordinate with program and administration staff for the transportation of project materials and equipment to project partners and offices where applicable
• Ensure all required documentation and approvals are secured for such transportation
• Forward received documentation on deliveries to the Administrative Secretary for processing of payments
• Liaise directly with requestors, transporters and partners to coordinate distribution schedules
• Receive goods received notes from the partners and delivery notes from the transporters; initiate payment process and follow up with Finance
• Organize all necessary required labor to facilitate the movement of received goods and effectively organize the delivery of the goods to the required locations
• Coordinate the movement of items that are donated to the office and ensure all documentation is in place for receiving or onward movement to partners where applicable

Knowledge Management:

• Review all reports that are generated from the vehicle log and make recommendations based on generated reports so decisions can be taken on such as; donation of fuel consuming vehicles, fuel consumption pattern that could necessitate check on vehicles, fueling station etc. geared at improving current practices and increasing efficiency
• Review admin policies to ensure that guidelines reflect current operational conditions and make recommendations on ways to improve efficiency and internal control measures where applicable
• Maintain project files; ensure documents are stored in an easy to access and understandable system and update and circulate the filing list regularly
• Record the minutes at staff meetings as needed and provide them to the meeting facilitator

Key Working Relationships:

• Internal: Zonal hub team, Head of Administration, Head of Operations, Administration and Finance staff
• External: Representatives of other PVOs, contractors, vendors, project partners, donors, LFA, and auditors

Agency Wide Competences (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.
  • Serves with Integrity
  • Models Stewardship
  • Cultivates Constructive Relationships
  • Promotes Learning

Qualifications and Skills

• Bachelor’s Degree in Law, Economics, Administration or Management - an MBA is preferable 
• Must be a matured, motivated, problem solving individual with high levels of initiative
• Minimum of five years’ relevant administrative management experience, preferably with an international organization
• Prior experience in supervising staff in a structured work environment; must demonstrate a good understanding of contemporary management best practices
• Excellent people skills, demonstrating tact and diplomacy
• Demonstrate excellent written and oral communication skills
• Must have excellent research and facilitation skills
• Demonstrate high level of initiative
• Excellent knowledge of computer software – MS Office and Excel especially
• Must be flexible and be able to work independently and as part of a team
• May be expected to travel up to 25%

How to Apply

 download application form here fill and submit here : NG_HR@global.crs.org

Note

• Title of the position and desired location must be stated as the subject of the email E.g. Position - Abuja.
• Applications sent in the required format will be considered and only short listed candidates will be contacted.