Internal/ External Job Announcement
About CRS: “Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. Our Catholic identity is at the heart of our mission and operations. We welcome as a part of our staff and as partners people of all faiths and secular traditions who share our values and our commitment to serving those in need.”
In Ethiopia, CRS has a long and rich history of providing emergency relief and development assistance to the people of Ethiopia since 1958. At present, CRS/Ethiopia implements multiple projects through different partner organizations. CRS/Ethiopia has a highly diverse portfolio ranging from very large food-supported emergency response to cutting edge development programs. The current CRS/Ethiopia budget stands at $100 million with funding from the U.S. Government, UN agencies, private foundations, individual donors, and CRS private funds.
CRS strictly adheres to its Policy on Protection of Children and Vulnerable Adults among its staff, consultants, volunteers, and affiliates. CRS is an equal opportunity, affirmative action employer: women, minorities and people with disabilities are encouraged to apply.
As part of CRS family, you will join the more than 5000 strong and vibrant individuals working globally to accomplish the mission of CRS. CRS/Ethiopia invites you, the qualified candidate, to apply for the following positions;
Announcement: | Internal/ External |
Position Title: | Logistics Assistant (Temporary) |
Duty Station: | Addis Ababa |
Employment term: | Six Months Contract (Maternity leave replacement) |
Reports to: | Logistics Manager |
Job Summary:
§ To provide quality support service to customers by providing efficient administrative/ secretarial support in the department;
§ To Perform office services such as filing of documents and duplication providing general administrative/secretarial support to the department;
§ To handle check requests, Cash Transfer requests and financial documents
§ To handle the payment process for fumigation and warehousing
§ To review and prepare warehouse information summary for the cleaning payment requested by outsourced company
§ To perform assigned Logistics department duties as necessary.
Key /Specific Duties and Responsibilities:
2.1 General Administrative and Secretarial services 2809T
§ Handles routine administration of the Logistics Manager office;
§ Provides assistance in prioritizing matters that need the Logistics Manager’s attention;
§ Facilitates communication between the Logistics Department and other CRS/ET’s departments, Sub Regional Offices and external contacts;
§ Ensure the proper filing of all incoming/outgoing letters of the department such that efficient retrieval is possible in hardcopies;
§ Perform the binding, faxing, scanning needs of the department;
§ Assess the needs for supplies and stationaries of the department, manage requests and distribute supplies and stationaries for each staff;
§ Prepares stationary budget for the department;
§ Prepares purchase request for requests by Field Offices and upon purchase follows up and prepares warehouse request and sends the items to the Field Office and prepares gate pass;
§ Prepare leave schedule for the department including Field Offices, check leave requests and maintain copies for reference. Subsequently check accuracy of report from HRD with the department’s leave schedule balance(tracking system);
§ Collects staff monthly time sheets and send to Human Resources Department at the end of each month. Make sure that the monthly time sheets are properly filled and checked against leave report/holidays/trainings;
§ Receives visitors to the Logistics staff and refers them to the concerned person;
§ Collects various documents from the Logistics Manager, Deputy Logistics Manager and distribute to the responsible staff;
§ Takes messages for Logistics Manager and logistics staff and transmits in a timely manner;
§ Provides advice, support and on administrative matters to Sub offices as necessary;
§ Communicates with Field Office staffs by telephone, fax and e-mail for daily activities;
§ In collaboration with other staff, register and send shipping documents and others documents to Nazareth FO to archives;
§ Review the department’s staff time sheet & report timely
2.2 Handling check requests, Cash Transfer request and financial documents
§ Prepares Check request for port agent fee, warehouse rent fee, cash transfer for Field Offices and other payments and submit to Finance Department after approval;
§ Receives from Field Offices financial documents, dispatches , reports and other related documents to submit to the concerned department or person;
§ Received Field Office staff monthly time sheets and send to Human Resources Department at the end of each month. Make sure that the monthly time sheets are properly filled and checked against leave report/holidays/trainings;
2.3 Compiling Documents and Preparing Agreements
§ Follow-up agreement expiry dates and arrange for contract renewal for different service agreements;
§ Prepares standard warehouse agreements and follows up the signing of agreement by CRS/ET and the Lessor;
§ Prepares lists/tracking sheet that shows the amount of cash transferred for each FO’s.
§ Follows up ,compile cash transfer and reconcile with liquidation documents against to cash transfer;
§ Ensure all the signed copies of warehouse, fumigation and transport agreement send to FO’s and concerned staff.
2.4 Processing different tasks by replacing other position holders
§ Replace staff to cover the duties in their absence to help the work areas smooth operation;
§ Enters data into the Food Log to assist commodity account units;
§ Performs other related duties as required.
§ Completion 1st Degree or Completion of College Diploma (Social or Natural Science)
3.2. Experience:
§ 2 years for 1st Degree or 6 years for College Diploma
§ Good knowledge of business correspondence and records management
§ Good knowledge of the principles of office management practices and procedures
§ Good knowledge of standing policies, procedures rules and regulations related to correspondence and records management
§ Ability to prepare business letters, memos and reports
§ Ability to establish and maintain effective working relationship with the employees
§ Skill in the use of computers and S/W related to the job
4.4 Agency-wide Competencies
These are rooted in the mission, values, and principles of CRS and used by each staff member to fulfill his or her responsibilities and to achieve the desired results.
§ Serves with Integrity
§ Models Stewardship
§ Cultivates Constructive Relationships
§ Promotes Learning
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