Project Assistant (Based in Malaybalay, Bukidnon) in Philippines | (On-site) at Catholic Relief Services

Position title: Project Assistant (Based in Malaybalay, Bukidnon)

Location: Philippines | (On-site)
Responsibilities:

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.
• Support program teams through preparation, processing, and tracking of program documents, including activity requests, liquidations, training materials, and distribution records.
• Provide logistical support for training sessions, workshops, field visits, assessments, and donor or partner events. Coordinate travel arrangements for field staff and visitors.
• Perform accurate data entry and preparation of Vehicle Management System (VMS) reports on a monthly, quarterly, and annual basis.
• The position includes responsibility for Insight system functions. The staff member will hold the Insight Requisition Preparer Persona or any other Persona assigned by the supervisor in accordance with CRS’ internal controls.

Qualifications:

Basic Qualifications

• Bachelor’s Degree holder.
• 1-2 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.
• Adept in use of Artificial Intelligence (Co-pilot) for improving workplace efficiency and productivity is an advantage.

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: Good Speaking Skills in English, Filipino, Bisaya

Travel: Must be willing and able to travel up to 20%.

Supervisory Responsibilities: not applicable, unless otherwise amended as need arises

Key Working Relationships: TBD

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

CRS is proud to be an equal opportunity/affirmative action employer. Selection and hiring decisions are made without regard to sex, sexual orientation, gender identity, race, age, disability, religion, national origin, color, veteran status or any other protected area.