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. 

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.

Job Responsibilities:

Administrative Responsibilities:

• Oversee building maintenance in Port Sudan including the office and guest houses. Ensure that all building maintenance requests from the office and guest houses are done in a proper way,
• Organize office and assist associates in ways that optimize procedures and monitor Utility workers and cleaners works,
• Provide specialized administrative transactions and processes (e.g. translate, type, proofread, and/or format documents; record and transcribe meeting minutes; draft simple correspondence messages).
• Manage the Port Sudan petty cash account, ensuring correct documentation and approvals for all transactions.
• 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, 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.

• Oversee Port Sudan office storeroom, ensuring that all inventory is tracked and managed with standard inventory management documentation.

Liaison and Public Relations:

• Track CRS annual registration and other official requirements in Sudan.
• Process and obtain work/stay permits, entry/exit visas for international staff and visitors, and keep the Visa Tracker updated.
• Maintain and update the list of international staff visas, ensuring timely renewals.
• Communicate challenges and new procedures to senior management promptly.
• Assist with entry visas from Sudanese embassies for international staff and national staff on external assignments.
• Recommend improvements for CRS's relationships with HAC and other government stakeholders.
• Assist with staff arrivals/departures at the airport if needed.
• Obtain domestic travel permits for international staff and visitors.
• Coordinate with INGOs, NGOs, government departments, UN agencies, and private institutions, sharing lessons learned.
• Assist program managers in obtaining Technical Agreements endorsements from HAC.
• Support the submission of annual and biannual reports to HAC.
• Represent CRS at HAC meetings and workshops as needed.
• Uses written and verbal communication to effectively represent the mission and work of CRS.
• Use written and verbal communication to represent CRS's mission and work effectively.
• Process both external and internal flight bookings and ensure documentation is kept on file for WFP bill analysis.
• Request WFP monthly billings and process payments timely to facilitate staff travel and liquidate advances.
• Prepare drafts for international staff locator and forward them to the admin manager bi-monthly.

Typical Background, Experience & Requirements:

Basic Qualifications 

• Bachelor’s degree in administration is required. Additional qualifications such as professional, certificate, or relevant coursework in Administration or related fields are preferred.
• Two years’ experience working with INGOs in a clerical or administrative liaison role is a must.
• At least two years of experience dealing with government and private agencies is essential.
• Additional education may substitute for some experience.

Personal Skills 

• 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,
• Analytical abilities and aptitude in problem-solving,
• Fluency in English, both written and verbal, with clear email communication skills.
• Proficiency in computer software, especially Word and Excel.

Required/Desired Foreign Language Arabic, English 

Travel Required Not required

Key Working Relationships: 

• Supervisory: None.
• Internal: CRS Port Sudan staff, Country Representative, DHoOPS, DHOP, Chief of Parties, PMs, FM.
• External: HAC, Immigration, Labor Office, Ministry of Foreign Affairs, Embassies, official and private bodies, suppliers, and vendors.

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. 

• Serves with Integrity 
• Models Stewardship 
• Cultivates Constructive Relationships 
• Promotes Learning