Senior Administrative Officer in Concepcion, Mimaropa at Catholic Relief Services

Position title: Senior Administrative Officer

Location: Philippines | (Hybrid)
Responsibilities:

Roles and Key Responsibilities

1. Procurement, Logistics, and Administrative Management

• Lead the planning, coordination, and monitoring of procurement, logistics, travel, office administration, asset management, and operational support requirements of the project.
• Ensure procurement requests are initiated, tracked, and completed in accordance with CRS policies and requirements.
• Coordinate procurement processes, including quotations, bid evaluations, vendor communications, purchase requests, contracts, and delivery monitoring.
• Oversee travel arrangements, travel authorizations, accommodations, vehicle scheduling, and logistics support for project activities.
• Supervise office administration functions and ensure adequate operational support for staff, consultants, visitors, workshops, and field activities.
• Ensure project assets and equipment are properly recorded, labelled, inventoried, maintained, and disposed of in compliance with CRS policies.
• Supervise and provide technical guidance to the Project Assistant.

2. Operational Coordination and Implementation Support

• Serve as the focal person for coordinating project operational requirements among Programs, Procurement, Finance, HR, ICT, Administration, and project partners.
• Monitor administrative and operational readiness of project activities and proactively address bottlenecks that may affect implementation.
• Support project planning processes by ensuring timely availability of logistics, procurement, staffing, and operational resources.
• Coordinate consultant onboarding, contracting, payments, travel, and operational requirements.

3. Partner Operations Strengthening and Subaward Administration

• Support administration of subawards, partner agreements, amendments, and related compliance requirements.
• Coordinate submission, tracking, organization, and filing of partner deliverables and supporting documentation.
• Work closely with PEF to strengthen operational systems and business processes.
• Lead or support reviews of PEF operational policies, procedures, and internal systems.
• Support capacity strengthening initiatives that improve partner compliance, efficiency, accountability, and institutional sustainability.

4. Records Management, Compliance, and Audit Support

• Maintain complete, accurate, organized, and audit-ready procurement, administrative, and operational records.
• Manage administrative filing systems, document repositories, and project records in accordance with CRS and donor requirements.
• Monitor contract files, procurement documentation, asset records, and administrative trackers to ensure completeness and compliance.
• Support internal audits, compliance reviews, donor assessments, and monitoring visits.
• Ensure timely resolution of audit findings and administrative compliance issues.
• Monitor and follow up on expiring contracts, agreements, permits, and other administrative requirements.

Qualifications:

Basic Qualifications

• Bachelor's Degree in Business Administration, Public Administration, Management, Accounting, Finance, Development Management, or related field.
• Minimum of 5 years of experience in administration, procurement, logistics, operations, grants, or project support functions.
• At least 2 years of supervisory experience.
• Experience managing procurement, contracts, logistics, travel, records management, and office administration.
• Experience working with partner organizations and capacity strengthening initiatives is highly desirable.
  

Knowledge, Skills and Abilities

Operational and Administrative Management

• Strong knowledge of procurement, logistics, administration, asset management, records management, and operational support systems.
• Ability to establish and improve administrative systems and processes.
• Ability to manage multiple priorities, deadlines, and operational requirements simultaneously.
• Strong problem-solving and decision-making skills.
  

Partner Capacity Strengthening

• Ability to assess organizational systems and recommend improvements.
• Experience facilitating policy reviews, process improvements, and institutional strengthening initiatives.
• Ability to coach and mentor partner staff on administrative and operational systems.
  

Communication and Leadership

• Excellent interpersonal and relationship management skills.
• Strong written and verbal communication skills.
• Ability to supervise, coach, and develop staff.
• Ability to work effectively across multifunctional teams and with diverse stakeholders.
  

Computer Skills

• Advanced proficiency in Microsoft Office applications, particularly Excel, Word, and PowerPoint.
• Experience using procurement, finance, asset management, and document management systems.
  
  

Required Languages: Excellent spoken and written English.

Travel: Must be willing to travel up to 25% of the time to Malaybalay, Bukidnon and/or Talaingod, Davao del Norte.

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.