Project Assistant (Based in Malaybalay, Bukidnon)

About CRS

Catholic Relief Services (CRS) is the official international humanitarian agency of the Catholic community in the United States. CRS works in around 100 countries to save, protect, and transform lives, serving people in need regardless of race, religion, or nationality. Through trusted local partnerships, CRS delivers relief and development programs in emergency response, disaster risk reduction, health, agriculture, education, community savings, livelihoods, and peacebuilding.

CRS began working in the Philippines in 1945, making it the longest-running continuous CRS country program in the world. Today, CRS Philippines implements programs in emergency response and recovery, disaster risk reduction, climate resilience, livelihoods, and peace and development. With more than 60 staff across Manila, Cotabato City, Tagbilaran City, Iloilo City, Virac, and Malaybalay City, CRS works closely with church and civil society partners, government agencies, and other organizations to serve vulnerable communities across the country.
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.

Specifically, you will be supporting the Innovative Climate Finance – Carbon Pilot Project team based in Malaybalay City, Bukidnon. You will offer a suite of administrative and field operations support services. You will report directly to the MEAL Manager and closely coordinate with the CRS Philippines Operations team, particularly the Sr. Admin Officer (matrix reporting).

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

Organization context

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.