Administrative Officer at Catholic Relief Services (CRS)
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.
Project Officer- CORE Group Polio Project (CGPP) at Catholic Relief Services
Background:
The CORE Group Polio Project (CGPP) is a consortium project
of CORE Group NGOs awarded by USAID Global Health in 1999 to contribute to
global polio eradication. The CGPP operational approach employs an implementing
partner sub-granting model and sub grants to NGOs to implement the project. CRS
Kenya is one of the implementing partners by supporting MOH in supplementary
immunization Activities (SIAs), enhanced routine immunization, AFP
surveillance, partner coordination, and the use of good data in Nairobi County
and Marsabit County, in order to contribute to the ongoing outbreak response
and to lay the foundation for outbreak prevention.
Job Summary:
The Project Officer – CORE Group Polio Project (CGPP) will
be responsible for the CRS scope of work for the Core Group Polio project. S/he
will serve as the key technical link person for the project in Marsabit County
and has the role of managing relations between CRS and the MOH to ensure the
CGPP activities are implemented in line with international and national
standards. The PO will ensure that the implementation is done through and with
GOK structures at the county, sub-county, and community levels. The PO will
also ensure that MOH is provided with appropriate technical assistance,
mentorship, and support supervision to implement quality interventions as per
the set guidelines.
Roles and Key Responsibilities:
- Support
the coordination and implementation of all assigned project activities as
outlined in the detailed implementation plan in line with CRS program
quality principles and standards, donor requirements, and good practices.
- Monitor
and report any challenges and/or gaps identified to inform adjustments to
plans and implementation schedules. Assist MOH in their efforts to reflect
on project experiences, to share accountability through coordinating
project evaluation activities and assisting MOH in their efforts to
collect and analyze project data per specified mechanisms and tools.
- Collect
information on staff capacity needs and technical assistance needs, and
support MOH in their efforts to address capacity building and technical
assistance activities to ensure effective impact.
- Compile
and project documentation and technical support activities. Assist with
identifying information for case studies and reports on promising
practices.
- Maintain
working relations with relevant government line ministries and private
sector/research institutions to coordinate the adoption of new approaches
in polio eradication.
- Strengthen
the capacity of the MOH and other stakeholders to enhance opportunities
for shared learning with partners.
- Build
the capacity of the County and Sub-County MOH on planning, implementation,
management, and monitoring of the program.
- Stay
abreast of new developments in Polio, Routine Immunization, and Disease
Surveillance and Social and Behaviour Change Communications, and
participate in relevant technical working groups and related forums.
Required Languages – Fluency in
English required
Travel – 50% travel to field sites
Knowledge, Skills and Abilities:
- Observation,
active listening, and analysis skills with the ability to make sound
judgment.
- Good
relationship management skills and the ability to work closely with MOH,
local partners, and community members.
- Attention
to detail, accuracy, and timeliness in executing assigned responsibilities
- Proactive,
results-oriented, and service-oriented.
Supervisory Responsibilities : None
Key Working Relationships:
- Internal: Health
team Project lead, Program Manager-health, CGPP HOA Staff, as well as the
CRS MEAL and finance teams
- External: CGPP
Secretariat members, GoK (Marsabit County) staff on the Polio Project,
polio project stakeholders, including community members
Qualifications
Education and Experience:
- Bachelor’s
Degree in Epidemiology, Public Health, Veterinary Medicine, Medicine, Nursing
or related field. A Master’s Degree in these fields or a graduate of the
Field Epidemiology and Laboratory Training Program (FELTP) will be an
added advantage
- Experience
and practical skills in Disease Surveillance, Immunization, Zoonotic
diseases, surveillance systems, outbreak investigation and control, and
Social mobilization
- Experience
in participatory action planning and community engagement.
- In-depth
knowledge and practical expertise in public health issues, epidemiological
principles, and surveillance systems, techniques, and procedures.
- Have a
good understanding of GOK Health Policy and Guidelines, a good grasp of
challenges working in insecure areas, and with the marginalized poor in
Kenya.
- Experience
in monitoring projects and collecting relevant data is preferred.
- Experience
using MS Windows and MS Office packages (Excel, Word, PowerPoint).
Grants and Compliance Manager at Catholic Relief Services CRS
Position Summary
The Grants & Compliance Manager will oversight grants
and compliance activities under the Thabat World Bank–funded project. The role
ensures that all financial, programmatic, and operational activities are fully
compliant with World Bank regulations, donor contractual requirements, and
organizational policies.
A critical responsibility of this role is to establish and
maintain a robust reporting and tracking system that monitors donor
deliverables, deadlines, and compliance obligations. The position involves
proactive monitoring of grant processes across multiple states, the
implementation of rigorous compliance systems, and the provision of technical
guidance to hub and state-level teams in Medani, Darfur, and other project
locations.
In addition, the Grants & Compliance Manager will lead
sub-granting processes, including the design and management of Requests for
Applications (RFAs), conducting due diligence assessments of sub-grantees, and
ensuring ongoing monitoring to uphold accountability and adherence to both
donor and organizational standards.
Key Responsibilities
1. Grants Management & Compliance
- Maintain
an up-to-date compliance tracker for all donor deliverables, deadlines,
and obligations.
- Ensure
timely preparation and submission of high-quality narrative and financial
reports in line with donor requirements.
- Track
and follow up on all World Bank requests and actions throughout project
implementation.
- Develop,
implement, and oversee grant management systems to ensure compliance with
World Bank and organizational requirements.
- Provide
regular compliance updates and risk analysis to the project management
unit.
- Coordinate
Semi- Annual Audit preparations including but not limited to Audit ToR,
preparation of audit trial and supporting documentation.
2. Reporting & Tracking
- Establish
and manage a centralized reporting system for donor deliverables and
program milestones.
- Consolidate
reports and data from state-level teams, ensuring consistency, accuracy,
and timeliness.
- Monitor
progress toward grant deliverables, identifying potential delays or risks,
and coordinating corrective actions.
- Maintain
documentation and records in compliance with audit and donor requirements.
3. Sub-Granting & Partner Oversight
- Lead
the full cycle of sub-grant management, including development and
dissemination of RFAs.
- Conduct
due diligence and organizational capacity assessments of potential
sub-grantees.
- Draft,
review, and monitor sub-grant agreements to ensure clear deliverables and
compliance obligations.
- Provide
training and ongoing support to sub-grantees on compliance, reporting, and
World Bank requirements.
- Monitor
sub-grantee performance, conduct compliance visits, and address any issues
of non-compliance.
4. Capacity Building & Technical Support
- Provide
technical guidance and mentoring to hub and state-level teams on grants
management and compliance.
- Design
and deliver training sessions on donor compliance, reporting, and
documentation standards.
- Strengthen
internal systems to improve efficiency, transparency, and accountability
across all project locations.
- Foster
a culture of compliance, learning, and continuous improvement within the
project.
5. Risk Management & Continuous Improvement
- Identify
and address compliance risks related to grants and sub-grants.
- Recommend
and implement improvements to policies, systems, and procedures.
- Ensure
the project is audit-ready at all times and coordinate audit processes as
required.
- Integrate
lessons learned and best practices into future grants and compliance
processes.
Skills & Competencies
- In-depth
knowledge of World Bank regulations, donor compliance frameworks, and
financial reporting standards.
- Excellent
analytical, risk management, and problem-solving abilities.
- Strong
organizational and project management skills with the ability to manage
multiple priorities under tight deadlines.
- Excellent
communication, negotiation, and interpersonal skills.
- High
proficiency in MS Office Suite (Word, Excel, PowerPoint) and familiarity
with grant management systems; experience with World Bank reporting
platforms (e.g., STEP, Client Connection) is an asset.
- Fluency
in English required.
Qualifications
Professional Experience
- Minimum
of 7–10 years of progressive experience in grants management, compliance,
and donor reporting within large-scale, donor-funded projects.
- Demonstrated
experience working with World Bank–funded projects.
- Proven
expertise in sub-grant management, including RFAs, due diligence
assessments, agreement development, and compliance monitoring.
- Experience
coordinating donor audits and managing compliance documentation.
- Strong
track record of providing technical assistance and capacity building to
multi-level project teams and local partners.
- Experience
working in multi-state or fragile/conflict contexts is highly desirable.
Business Development Specialist II, ESARO at Catholic Relief (Remote)
Job Summary
Lead the production of high-quality funding applications in
support of CRS’ engagement with institutional donors and initiatives involved
in international development to serve the poor and
vulnerable. Utilize knowledge and skills to provide specialized
assistance in all dimensions of the Business Development (BD) cycle across
disciplines and functional teams. As part of the global Institutional
Funding Team, provide high-quality surge support on strategic funding
opportunities focused in countries in East and Southern Africa.
Roles and Key Responsibilities
- Provide
BD expertise to country leadership and programming teams in positioning,
capture planning and proposal preparation for specific opportunities with
institutional donors (government, multilateral, foundations, corporations
and other awarding non-governmental organizations).
- Manage
pre-positioning, capture and proposal development processes to ensure
timely execution and submission of high-quality proposals that are
responsive to donor requirements, applicable regulations, and CRS’
technical and cost standards.
- Deploy
as proposal coordinator, and advise on opportunity analysis, lead go/no-go
decisions, capture planning, and coordinate partner inputs and proposal
review panels.
- Deploy
as a lead or support writer on proposals, contributing both technical and
non-technical content and integrating inputs from staff and partners into
a responsive, coherent proposal with a compelling vision and clear win
themes.
- Deploy
as budget lead or to support the lead in developing proposal budgets.
Provide recommendations to develop a competitive proposal, as required.
- Serve
as proposal design lead, guiding technical strategy, structuring the
design process, and coordinating inputs across regional, country, and
global teams to ensure coherent, donor‑aligned proposals.
- Strengthen
design quality and competitiveness of projects by ensuring evidence‑based
approaches, integration of cross‑cutting priorities (e.g., MEAL,
partnerships, gender, climate), and timely delivery of high‑quality
concept notes and proposals.
- Guide
and advise on partner identification and negotiating CRS’ role in proposal
consortia. Ensure a competitive position for CRS that adheres to the
agency’s partnership principles and strategic directions.
- Liaise
with senior management and donor engagement focal points to develop a
resource mobilization strategy for a specific region, country, sector, or
donor. Support senior management in cultivating and strengthening
relationships with institutional donors, partner organizations and other
stakeholders.
- Research,
track and analyze new opportunities and CRS’ competitive position within
the marketplace. Lead and/or support donor mapping exercises for a
specific country or sector.
- Lead
and/or support development of CRS BD tools, resources and guidance on BD
best practices and CRS approaches across the BD cycle.
- Train
and mentor staff, as needed, to improve their skills across the CRS BD
Cycle, including in proposal development, representation to donor and
partner organizations, intelligence-gathering, and marketing within their
country program or portfolio.
- Work
with appropriate staff to maintain data on past performance and corporate
capacity, to provide timely information for proposal submissions. Support
KML and Gateway maintenance.
- Actively
contribute to CRS’ Business Development and Donor Engagement Community of
Practice and advance CRS’ Business Development practices through
contributions to strategic initiatives.
Required Languages: Fluency in English required;
working ability in French, Arabic and/or Portuguese preferred.
Travel: Must be willing and able to travel up to 35%.
Location: Cross border or in CRS country
office; prefer candidate located in East or Southern Africa; must
be within 3 hours of East Africa time zone (GMT +3).
Supervisory Responsibilities: None
Basic Qualifications
- Bachelor’s
degree in international development, international relations, or related
field.
- Minimum
eight years of international development experience.
Preferred Qualifications
- Master’s
degree in international development, international relations, or related
field.
- At
least three years’ experience in a developing country.
- Demonstrated
experience utilizing diverse, proactive strategies to competitively
position an organization for new funding and productive institutional
relationships.
- Demonstrated
experience leading and producing competitive proposals in programming
contexts similar to CRS.
- Experience
with both grants and contract funding mechanisms.
- Demonstrated
experience leading project teams and processes to produce deliverables
under tight deadlines and at exceptional quality.
- Experience
providing remote support to diverse teams.
- Experience
in developing content for and facilitating trainings related to key
business development practices. Knowledge of adult learning approaches.
- Knowledge
of CRS programs, justice agenda and Catholic Social Teaching principles a
plus.
Knowledge, Skills and Abilities
- Strong
strategic, analytical, systems thinking, and problem-solving skills, with
capacity to see the big picture.
- Familiarity
with relevant institutional donor regulations, policies, procedures and
priorities.
- Comprehensive
familiarity with a broad range of institutional donor technical and cost
requirements. Experience with pursuing funding with donors including
World Bank, FDCO, EU, USG, foundations and corporations preferred.
- Strong
relationship management skills. Ability to relate to people at all levels
internally and externally. Ability to strategically approach each
relationship.
- Excellent
negotiation skills.
- Exceptional
writing skills with expert command of English grammar and AP style.
Ability to write proposals in Spanish, French, or another common
institutional donor language a plus.
- Strong
communications and presentation skills.
- Proactive,
resourceful, solutions-oriented and results-oriented mindset.
- Knowledge
of MS Windows and MS Office packages, information management systems, and
artificial intelligence (AI) tools.
Agency Competencies (for all CRS Staff):
- 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.
What we offer
CRS offers U.S. based staff a comprehensive benefits
package, including medical, dental, life insurance, vision, and a generous
retirement savings plan. Benefits packages for successful candidates
employed outside the U.S. are based on the country of employment/in-country
office where the candidate will perform the role. CRS´ work culture is a
collaborative, mission-driven culture committed to improving the lives of the
poor throughout the world.
Business Development Specialist II (Remote – Africa) at Catholic Relief Services
Job Description
Applicants should have experience supporting BD activities
in Central, West Africa, Eastern and Southern Africa Regions. This is a
remote-working based position.
Job Summary
The Institutional Funding Department within CRS’ Global
Resource Engagement and Mobilization Division works with teams across all CRS
regions and program areas to strategically position and pursue funding with
institutional donors. The Business Development Specialist II position sits
within the global Business Development (BD) Service Team and leads the
production of high-quality funding applications in support of CRS’ engagement
with those institutional donors and initiatives involved in international development
to serve the poor and vulnerable. The position utilizes knowledge and
skills to provide specialized assistance in all dimensions of the Business
Development (BD) cycle across disciplines and functional teams.
Roles and Key Responsibilities
- Provide
BD expertise to country leadership and proposal teams in positioning,
capture planning and proposal preparation for specific opportunities with
institutional donors (government, multilateral, foundations, corporations
and other awarding non-governmental organizations).
- Manage
pre-positioning, capture and proposal development processes to ensure
timely execution and submission of high-quality proposals that are
responsive to donor requirements, applicable regulations, and CRS’
technical and cost standards.
- Deploy
as proposal coordinator, and advise on opportunity analysis, lead go/no-go
decisions, capture planning, and coordinate partner inputs and proposal
review panels.
- Deploy
as a lead or support writer on proposals, contributing both technical and
non-technical content and integrating inputs from staff and partners into
a responsive, coherent proposal with a compelling vision and clear win
themes.
- Deploy
as budget lead or to support the lead in developing proposal budgets.
Provide recommendations to develop a competitive proposal, as required.
- Guide
and advise on partner identification and negotiating CRS’ role in proposal
consortia. Ensure a competitive position for CRS that adheres to the
agency’s partnership principles and strategic directions.
- Liaise
with senior management and donor engagement focal points to develop a
resource mobilization strategy for a specific region, country, sector, or
donor. Support senior management in cultivating and strengthening
relationships with institutional donors, partner organizations and other
stakeholders.
- Research,
track and analyze new opportunities and CRS’ competitive position within
the marketplace.
- Lead
and/or support development of CRS BD tools, resources and guidance on BD
best practices and CRS approaches across the BD cycle.
- Train
and mentor staff, as needed, to improve their skills across the CRS BD
Cycle, including in proposal development, representation to donor and
partner organizations, intelligence-gathering, and marketing within their
country program or portfolio.
- Work
with appropriate staff to maintain data on past performance and corporate
capacity, to provide timely information for proposal submissions.
- Actively
contribute to CRS’ Business Development Community of Practice and advance
CRS’ Business Development practices through contributions to strategic
initiatives.
Basic Qualifications
- Bachelor’s
degree in international development, international relations, or related
field.
- Minimum
eight years of international development experience.
Preferred Qualifications
- Master’s
degree in international development, international relations, or related
field.
- At
least three years’ experience in a developing country.
- Demonstrated
experience utilizing diverse, proactive strategies to competitively
position an organization for new funding and productive institutional
relationships.
- Demonstrated
experience leading and producing competitive proposals in programming
contexts similar to CRS.
- Experience
with both grants and contract funding mechanisms.
- Demonstrated
experience leading project teams and processes to produce deliverables
under tight deadlines and at exceptional quality.
- Experience
providing remote support to diverse teams.
- Experience
in developing content for and facilitating trainings related to key
business development practices. Knowledge of adult learning approaches.
- Ability
to write proposals in French a plus.
Knowledge, Skills and Abilities
- Strong
strategic, analytical, systems thinking, and problem-solving skills, with
capacity to see the big picture.
- Familiarity
with relevant institutional donor regulations, policies, procedures and
priorities.
- Comprehensive
familiarity with a broad range of institutional donor technical and cost
requirements. Experience with pursuing funding with donors including
World Bank, FDCO, EU, USG, foundations and corporations preferred.
- Strong
relationship management skills. Ability to relate to people at all levels
internally and externally. Ability to strategically approach each
relationship.
- Excellent
negotiation skills.
- Exceptional
writing skills with expert command of English grammar and AP style.
- Strong
communications and presentation skills.
- Proactive,
resourceful, solutions-oriented and results-oriented mindset.
- Knowledge
of CRS programs, justice agenda and Catholic Social Teaching principles a
plus.
- Knowledge
of MS Windows and MS Office packages, information management systems, and
artificial intelligence (AI) tools.
Required Languages: Fluency in English
required; working ability in French strongly preferred.
Travel: Must be willing and able
to travel up to 35%.
Supervisory Responsibilities: None
Qualifications
Agency Competencies (for all CRS Staff):
- 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.