Catholic Relief Services is Hiring an Administrative Officer
By Jobs

Catholic Relief is Hiring an Administrative Officer

Job Type: Full Time
Qualification: BA/BSc/HND
Experience: 3 – 5 years
Location: Nairobi
Job Field: Administration / Secretarial

Roles and Key Responsibilities

Front Office and Financial Administration

  • Coordinate and oversee Nairobi front office operations, ensuring a professional, welcoming, and well-organized reception environment for staff, partners, and visitors.

  • Provide responsive and professional visitor support by managing inquiries and directing them appropriately, enhancing organizational reputation and service delivery.

  • Prepare, review, and track payment schedules for office utilities and service providers (including telecommunications, courier, and transport vendors), ensuring accuracy and timely submission to Finance.

  • Validate payment documentation, follow up on pending payments, and maintain accurate records to support financial accountability.

Administrative Operations & Service Delivery

  • Support planning, coordination, and monitoring of administrative functions to ensure efficient, cost-effective, and high-quality service delivery in line with agency standards.

  • Maintain and strengthen administrative systems, processes, and documentation to ensure compliance with CRS policies, donor requirements, and local regulations.

  • Manage office supplies and inventory control systems, ensuring optimal stock levels.

  • Supervise and coordinate outsourced service providers (cleaning, sanitary services) to ensure compliance with service level agreements.

  • Liaise with facilities management on office maintenance, repairs, and safety compliance to ensure a secure and functional working environment.

  • Coordinate issuance and tracking of staff voice and data SIM cards, ensuring proper documentation and accountability.

  • Manage incoming and outgoing mail and courier services, maintaining detailed tracking logs.

  • Ensure proper filing and record management of administrative documentation for easy retrieval and audit readiness.

  • Support onboarding processes for new staff.

Travel, Logistics & Visitor Support

  • Provide comprehensive travel and logistics coordination, including flight bookings, accommodation arrangements, transport scheduling, and travel documentation guidance.

  • Serve as a key focal point for Kenya, regional and HQ visitors, coordinating accommodation, airport transfers, telecommunications, and in-country logistics in collaboration with the Procurement team.

  • Support organization of workshops, meetings, conferences, and retreats by coordinating venues, participant lists, transport, and materials.

  • On request, support the coordination of medical evacuations to Nairobi, working closely with the Health/Safety/Security Unit.

  • Maintain and regularly update the Kenya Visitor Briefing Book; facilitate orientation for new regional staff and long-term visitors on relevant policies and procedures.

Stakeholder & External Relations

  • Maintain effective working relationships with government offices, regulatory authorities, service providers, travel agents, hotels, and external partners to ensure smooth administrative operations.

  • Monitor compliance requirements and ensure relevant licenses, permits, and documentation remain valid and up to date.

Procurement & Supply Chain Administrative Support

  • Review and verify Request for Goods and Services (RFGS) submissions for completeness and accuracy before raising requisitions in the system.

  • Guide staff on proper documentation and compliance requirements to strengthen procurement efficiency and accountability.

  • Support processing of duty exemption documentation and DA1 certificates through the KenTrade Portal, maintaining accurate tracking records.

  • Assist the procurement team with duty exemption applications for imports and coordinate the preparation of export or clearance documents with clearing agents.

  • Prepare Customs DA1 documents for goods in bonded warehouses, monitor approvals from KRA Customs, and communicate updates to vendors and clearing agents.

  • Backstop Supply Chain functions by receipting goods and services in Insight upon confirmation of deliverables and milestones.

Key Working Relationships

  • Internal: CRS Kenya staff, ESARO Staff, all other Country Programs in the Region and HQ departments

  • External: Vendors, Service providers, Corporate Travel, UNHAS, Consultants, Health providers, Embassies, Consulates, Government bodies, Local Partners, faith-based actors and other stakeholders

Qualifications

Education and Experience:

  • Bachelor’s Degree in Business Administration, Management or any other related field

  • Minimum of 3-5 years’ work experience in administrative support functions, preferably within an international NGO or donor-funded program

  • Demonstrated office management experience, including oversight of facilities, fleet, and vendor management. Experience supporting multi-country operations or regional offices highly preferred

  • Proven experience and strong proficiency in the MS Office suite (Excel, Word, PowerPoint, Visio) and in using information management systems

Knowledge, Skills and Abilities

  • Very good planning, organizational and time management skills

  • Ability to make sound judgment and good decisions

  • Strong customer service orientation with very good communication and interpersonal skills

  • Ethical conduct and ability to maintain confidentiality

  • Proactive, resourceful, solutions-oriented and results-oriented

Required Languages: Excellent written and verbal English
Travel: Must be willing and able to travel up to 10% to field office locations
Supervisory Responsibilities: None

How to Apply

Interested and qualified candidates should apply through the Catholic Relief career portal.

For More Information:

Visit the Official Webpage of Catholic Relief.