Job Summary:

Reporting to the Operations Manager, the Administrative Officer will coordinate the provision of responsive, effective, and efficient administrative services in support of the Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable. You will help ensure stewardship of resources and a high-quality service approach are integrated into administrative systems, policies, and procedures. You will support the Kenya Country Office, the East and Southern Africa Regional Office (ESARO), other CRS country programs for travel and other needs on request, as well as other regions and global departments for meetings hosted in Nairobi and other special projects on occasion or as requested.

Roles and Key Responsibilities: 

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

Required Languages - Excellent written and verbal English

Travel - Must be willing and able to travel up to 10% to field office locations.

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

Supervisory Responsibilities-None

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. 

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.

Agency Competencies (for all CRS Staff):

Agency competencies clarify expected behaviors and attitudes for all staff. When demonstrated, they create an engaging workplace, help staff achieve their best, and help CRS achieve agency goals. These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfil his or her responsibilities and achieve the desired results. 

• Personal Accountability – Consistently takes responsibility for one’s own actions.
• Acts with Integrity - Consistently models values aligned with CRS Guiding Principles and mission.  Is considered honest.
• Builds and Maintains Trust - Shows consistency between words and actions.
• Collaborates with Others – Works effectively in intercultural and diverse teams.
• Open to Learn – Seeks out experiences that may change perspective or provide an opportunity to learn new things.

Agency Leadership Competencies:

• Lead Change – Continually looks for ways to improve the agency through a culture of agility, openness, and innovation.
• Develops and Recognizes Others – Builds the capacity of staff to reach their full potential and enhance team and agency performance.
• Strategic Mindset – Understands role in translating, communicating, and implementing agency strategy and team priorities.

Disclaimer:  This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position. 

What we offer:

CRS offers a comprehensive benefits package and the opportunity to work in a collaborative, mission-driven culture that is committed to improving the lives of the poor throughout the world.

CRS' talent acquisition procedures reflect our commitment to protecting men, women, boys, and girls safe from abuse, exploitation, and harm.

All qualified candidates are encouraged to apply for this position, especially those from marginalized and people with disabilities backgrounds.

Data Protection/Disclaimer: Catholic Relief Services is committed to ensuring the security and protection of the personal information that we process and provide a compliant and consistent approach to data protection.

Recruitment Disclaimer: We wish to notify you that CRS does not demand or charge any fee/charges from the aspiring candidates for consideration of their candidature or at any time during the recruitment process, nor have we authorized any individual, agency, or firm for recruiting candidates for us. Any person seeking employment with CRS needs to be cautious and not trust any agency or individual claiming to be our representative and charging fees for providing/securing employment with us.

By applying to this job, I understand and acknowledge that CRS requires its staff to treat all people with dignity and respect and to actively prevent harassment, abuse, exploitation, and human trafficking. Further, I understand that if I am a successful candidate, I will be subject to a comprehensive background check, and my personal/professional references will be asked to evaluate my behaviors related to the above safeguarding-related topics.

Catholic Relief Services is the official international humanitarian agency of the Catholic community in the United States. Catholic Relief Services works to save, protect, and transform lives in need in more than 100 countries, without regard to race, religion or nationality.  Catholic Relief Services’ relief and development work is accomplished through programs of emergency response, HIV, health, agriculture, education, microfinance, and peacebuilding.  We welcome as a part of our staff people of all faiths and secular traditions who share our values and our commitment to serving those in need. CRS’ processes and policies reflect our commitment to safeguarding children and vulnerable adults from abuse and exploitation.

CRS welcomes candidates from the countries and regions in which we work. In the event the successful candidate is an expatriate, the anticipated duration of the assignment is informed by a term limit, based on the type and level of the job and the needs of the agency.

CRS is committed to safeguarding program participants, community members, staff and volunteers from all forms of exploitation and abuse.  The successful candidate is expected to sign and adhere to CRS´ Code of Conduct.

CRS talent acquisition procedures reflect our commitment to safeguarding the rights and dignity of all people - especially children and vulnerable adults - to live free from abuse and harm.

Disclaimer:  This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position. 

CRS is an Equal Opportunity Employer.

General Requirements

CRS offers are contingent on the selected candidate’s ability to legally work where the position is to be performed. Every government has a unique set of work permit eligibility requirements.  All positions requiring residence or frequent travel outside a home country must undergo and clear a pre-employment medical clearance; some work permit processes require clearing a separate government administered medical examination.

CRS prioritizes candidates who are citizens/ permanent residents of the countries where we have CRS offices.