Administrative Assistant - Cotabato Office

USCCB; Philippines; On-site; PHP 240,000 - 380,000; Full time

Job summary

Catholic Relief Services Philippines is seeking an Administrative Assistant to support day-to-day administrative activities in service of CRS’s mission to serve the poor and vulnerable. You will provide consistent, high-quality service and help ensure efficient operations and stewardship of resources.

The role requires bachelor’s degree and 1–3 years in an office environment, with proficiency in MS Office and strong communication skills.

Qualifications

• Bachelor’s Degree holder.
• 1-3 years’ experience in an office clerical/administrative role.
• Additional education may substitute for some experience.
• Preferred qualification: diploma/certificate in administration.

Responsibilities

• Facilitate communication within the organization and with external stakeholders.
• Process mail, faxes, letters, and document formatting; record meeting minutes.
• Prepare transactional documents supporting operations (payments, travel, visas).
• Compile data, perform data entry and verification for admin processes.
• Support travel, logistics, and event planning activities.
• Assist in property management processes (receipts, labeling, counts).

Skills

Time management

Customer service

Communication

Ms Office

Data entry

Education

Bachelor’s Degree

Tools

MS Office (Excel)

MS Word

MS Visio

Job description

About CRS

Catholic Relief Services is the official international humanitarian agency of the Catholic community in the United States. CRS works to save, protect, and transform lives in need in more than 100 countries, without regard to race, religion or nationality. CRS’ relief and development work is accomplished through programs of emergency response, HIV, health, agriculture, education, microfinance and peacebuilding.

CRS Philippines, established in 1945, is the longest running, continuous CRS country program in the world with extensive programming in emergency response, early recovery and disaster risk reduction, climate resilience and peace governance. The Philippines country program has over 70 staff members in Manila, Davao, and Cotabato City. CRS Philippines is committed to collaborating with our strong network of church partners, national and subnational government agencies and secular NGOs throughout the country.

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.

Roles and Key Responsibilities

• Facilitate communication with all units of the organization and external stakeholders as relevant. Send/receive and distribute all incoming and outgoing mail/faxes/letters/documents.
• Provide specialized administrative transactions and processes (e.g. translate, type, proofread, and/or format documents; record and transcribe meeting minutes; draft simple correspondence messages).
• Prepare transactional documents in support of general operations processes and support coordination of transaction processing (e.g. payment requests, travel authorizations, travel advances, visas, etc.).
• Compile data, perform data entry and data verification in relation to general administration processes (e.g. various contact lists, employee leave balances, staff attendance reports, Vehicle Log Sheets review, visitors' welcome packages, etc.).
• Support travel and logistics arrangements for staff and visitors. Schedule and coordinate appointments. Provide logistical and communication support to event planning activities.
• Support implementation of property management processes, such as property receipt and distribution, property labeling, physical counts, etc.

Basic Qualifications

• Bachelor’s Degree holder.
• 1-3 years’ experience working in an office environment in a clerical or administrative role.
• Additional education may substitute for some experience.

Preferred Qualifications

• Professional diploma/Certificate or courses in Administration preferred. Experience with a local or international NGO is a plus.
• Experience with typing/word processing, data entry into online databases and forms, and working with various office equipment.
• Experience in MS Office packages (Excel, Word, PowerPoint, Visio) and information management systems. Proficient in Word.

Knowledge, Skills and Abilities

• 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

Required Languages

English, Filipino, Cebuano

Travel

Must be willing and able to travel up to 20 % (if necessary)

Supervisory Responsibilities: None

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.

• Integrity
• Continuous Improvement & Innovation
• Builds Relationships
• Develops Talent
• Strategic Mindset
• Accountability & Stewardship