Job Summary

You will provide service in the day-to-day delivery of responsive, effective and efficient administrative activities in support of the Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable. You will provide consistent and high-quality service and contribute to the proper stewardship of resources to help ensure operational effectiveness in support of high-quality programming.

Job Responsibilities:

Major responsibilities of position

• Collects all cash and check receipts against official cash receipt of the organization and deposits each day’s collection in the bank on the following working day.
• Prepares petty cash payment voucher and submits for approval to the Manager/Coordinator for payment and replenishes when the balance reaches the minimum limit.
• Maintains and keeps up to date register book for petty cash.
• Avail’s money and documents on hand to both internal and external auditors for surprise or year-end counting and checking.
• Keeps cash and undelivered checks and documents locked in the safe.
• Request & Prepare check payments based on approval, I also prepare withholding tax receipt.(based on delegation)
• Prepare monthly income tax payments, pension payment & withholding tax payment for government tax authority. (based on delegation)
• Prepares monthly financial report/petty cash reports.
• Maintain all Admin related documents: correspondence letters, copy of lease and service agreements:
• Prepare letter for any related Office activities.
• Keep hard copy and soft copy filling systems for any reference.
• supervise office attendants / follow up office guards, follow up office furniture repair and maintenance including updating office layout,
• Follow up monthly PDP office bills, check for monthly payment of bills are ready, collect & pay to concerned office.
• Liquidate advances/ check collections on time.
• Working closely with Different units in head office (Logistic unit, finance unit, administrative unit, fleet management unit, procurement unit, human resource unit)
• As I assigned from HR Following up exam room for new candidates and send confidentially through emails & mailing to human resource team
• Opening file for employees includes all initial documents & forms.
• Plan, coordinate & execute for the procurement of goods & service in Dire Dawa filed office.
• Follow up & maintain timely settlement of payments based on delivery of goods & service.
• Raise Purchase Request for approval with specifications.
• prepare Request for quotation, collect Perform a & prepare Bid Analysis.
• Follow up the office Equipment supplies & managing fixed asset Ensure provision of office supplies quarterly/semi-annually.
• Follow up field office vehicles spare parts procurement & maintenance of the vehicles work closely with GARGE, organizing vehicle receipts, Vehicle work order &
• vehicle maintenance document, Fuel coupon and log sheet send to fleet unit in Head office.
• Managing & follow up rental vehicles
• Organize different kind of events and training in the field office.
• Work on travel arrangement & settlement for guests & staffs
• Mange site store at office
• Prepare any RFGS for the PDP on insight based on staff request
• Receive the monthly security guard’s performance report from each the company representatives in
• the PDP / Field Offices & reconcile with the field office data.
• Prepare and ensure Cleaning Security services completion reports are submitted to operations team in Addis by 1st of the next month.
• Assist the PDP Manager/ Field Manager to identify safety issues and ensuring a safe and sound work environment.
• Perform other operations support related activities

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 fulfil his or her responsibilities and achieve the desired results.

• Trusting Relationships
• Professional Growth
• partnership
• Accountability

JOB REQUIREMENT

Education and Experience

• Completion of BA/BSC Degree or College Diploma, with 2 years’ experience for BA/BSC Degree or 6 years’ experience for diploma
• Experience working in an office environment in a clerical or administrative role. Experience with a local or international NGO a plus.
• Experience with typing/word processing, data entry into online databases and forms, and working with various office equipment.
• Experience in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems. Proficient in Word.

Personal Skills

• Good time management skills with ability to work on multiple tasks
• Strong customer service orientation with good communication and interpersonal skills
• Proactive, resourceful, solutions oriented and results-oriented