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 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.

Travel coordination
• Collect information from the requester/staff for inbound and outbound trips for both domestic and international travel for CRS/Haiti
• Liaise with the travel agencies on flight reservation, itinerary, travel cost, airline tickets to be purchased etc…
• Ensure Hotel reservation are made.
• Liaise closely with the Transport Department and setup airport pick-up/drop off arrangements for CRS staff and Visitors
• Prior to the arrival of the visitors and TDY staff to CRS/Haiti, ensure that the Welcome to Haiti package is sent via email, including pertinent information along with airline confirmation tickets and driver information
• Create, maintain, and update hard copy trip files for all travel, including review and preparation for annual audit
• Enter information provided by staff into the database and maintain the travel database
• Coordinate all visa processing for requesting travelers (for international and national staff)
• Coordinate with finance department to invoice travelers for personal travel costs, including sending invoices to travelers and following up with finance staff
• Monitor and ensure compliance with the Travel Policy and Procedures
• Work closely with the fleet department in the management of logistics
• Coordinate with the IT department for mobile devices (phones, USB internet keys etc.) Following the policy and procedures
• Send requisitions for creation and correction of Purchase Order to Procurement for cash advances for airline account replenishment.
• Make fund advance requests for replenishment of Sunrise and UNHAS prepaid accounts
• Ensure the replenishment of Sunrise and UNHAS prepaid accounts for the purchase of plane tickets for CRS staff.
• Manage the database of the two (2) prepaid accounts (Sunrise and UNHAS).
• Liquidate cash advances for replenishment of airline prepaid accounts.
• Participate in logistics meetings with UNHAS.
• Be the focal point between CRS and Sunrise and UNHAS.

Logistic Management Information System Agent” “LMIS Agent” on INSIGHT

• Register material data in the INSIGHT system for distribution from port of shipment through our warehouses to distribution to our partners.
Supervise the administrative payment focal point
• Ensure that the Payments Admin Focal Point sends the payment file to Finance in due form and on time.

Phones Management (Digicel)
• Assign a phone number and a plan to an employee upon receipt of the approval from their supervisor
• Liaise with Digicel for any change in the CRS phone (add/remove number, change plan, etc)
• Report issues to Digicel and ensure they are resolved
• Process the monthly payment of the Digicel communication data invoices monthly surcharges of bill and invoice the employees if need be

Fuel Management
• Receive and scrupulously check the fuel coupons and vouchers duly issued by Transport daily
• Receive / check "Fuel Request Form" and fill in the "Gas Coupon" by ensuring that all sections of these said forms are filed
• Perform other duties as required on the request of the General Administration Manager

Ensure prompt payments for the leases and services for the Administration:
• Liaise with the vendors to place and follow up on request, receive invoices.
• Ensure that the copies of the payment documents are filed in the contract for back up purposes
• Collect vendor invoices and supporting documents for payments from staff and the receptionist
• Check and ascertain the accuracy and validity of invoices and other documents submitted for payment, verify the correctness/completeness of documents
• Perform a 3-way match review of the supporting documents: 1. Contract; 2. Goods Received Note/Certificate of Services; 3. Vendor Invoice
• Make sure that payments to contractors or consultants are done in accordance with the conditions stipulated in the contract agreements. Final payments must be accompanied by completion confirmations from responsible departments.
• Prepare the Payment Request and ensure reviews and approvals based on CRS/Haiti Authority Matrix
• After retrieving approval from the appropriate manager submit the Payment Request to Finance.
• Manage the Payment Tracking Table, update it daily.
• Keep track of incremental payments, closely communicate with the Requestor to ensure accuracy and correctness of the Payment
• Process monthly accruals
• Ensure that each file is updated, documents and file as per policy.

Typical Background, Experience & Requirements:
• Associate degree in Administration or Diploma in a business school (Bac + 4)
• Minimum 3 years’ experience in Travel coordination and/or a similar position is required.
• Experience working with travel agencies and visa processing is required.

Personal Skills
• Good planning, organizational and time management skills
• 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
• Ability to handle multiple tasks simultaneously in a fast-paced environment, set priorities, and work both independently and in a team environment
• Professional oral and written communication skills; must be able to interact and communicate effectively with individuals at all levels of the organization with tact and diplomacy, and with a high level of cultural sensitivity
• Strong attention to detail
• Excellent customer service skills
• Ability to identify and resolve problems in a timely manner
• Must exhibit sound and accurate judgment
• Must demonstrate accuracy and thoroughness
• Proficiency in Microsoft - Excel, Word, PowerPoint
• Good planning and organizational skills

Required/Desired Foreign Language: English

Travel Required: Very minimal

Key Working Relationships:
Supervisory: Administrative Manager
Internal: Operation staff, Admin Officer/Payments, Supply Chain, Finance staff, Administration Manager, IT Staff
External: Vendors/service providers

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.
• Trusting Relationships
• Professional Growth
• Partnership
• Accountability

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

CRS' talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.

Equal Opportunity Employer

Interested candidates should submit a resume along with a cover letter, diplomas, and certificates.

Le processus d’application comporte les étapes suivantes:

1. Remplir le formulaire à partir du lien indiquer:

2. Envoyer votre dossier a l’adresse email qui se trouve dans le libellé du formulaire;

Toute candidature qui ne respecte pas les instructions ci-dessus sera refusée

N.B : Ces positions sont soumises à l’attente de financement du projet

2024-05-31