Administrative Officer

Date Posted: Nov. 10, 2022, 8:27 a.m.

Church World Service (CWS)

Job Description

Primary Purpose:

This position is responsible for providing high-level administrative support to the Resettlement Support Centre (RSC) Africa Deputy Director for Admin. S/he also supports other RSC Africa admin focused strategic initiatives with administrative, research, and other support as needed.

Essential Duties

  • Provides the DDA with administrative and logistical support such as logistics for events, meetings, and travel as needed. 
  • Anticipates needs and is highly responsive to direct and anticipated requests, providing fast, accurate, and thoughtful replies to requests and following up on action items on behalf of the DDA.
  • Follow-up with relevant staff to ensure appropriate briefing material is completed in anticipation of all events 
  • Works with the Travel and Logistics unit to ensure DDA and other important or sensitive travel is well-coordinated ensuring very clear schedules and well-articulated itineraries.
  • Supports DDA to complete expense reports and ensuring that they are submitted on time in compliance with the Finance Policies and Procedures. 
  • Manages DDA's calendar, formats information for internal and external communication – memos, emails, presentations, reports, etc. 
  • Organizes and prioritizes large volumes of information and calls and drafts written responses or replies by phone or e-mail when necessary. Provides response to regularly occurring requests for information
  • Maintains shared calendars and ensures action item holders are responsive to key deadlines/milestones 
  • Organizes key leadership team meetings including meeting logistics, agenda and materials preparation and serves as the note-taker ensuring that information is collected and summarized for easy comprehension of critical stakeholders. 
  • May in some cases attend meetings on behalf of the DDA, take meeting notes, and provide feedback as needed. In addition, takes notes during any other meetings as needed.
  • Collaborates with other stakeholders to support CWS Africa’s strategic initiatives, including growth objectives, with research, analysis, and administrative tasks
  • Conduct research upon requests and present findings 
  • Supports admin in the coordination, organization and facilitation of CWS-wide events and initiatives, as assigned.
  • Performs other duties which are assigned and developed to improve the operations of CWS Africa.


Education & Certifications: 

  • Bachelor’s Degree is required (or 4 years of work experience in lieu of a bachelor’s degree)


  • Experience with event planning, coordinating travel logistics, and managing calendars preferred
  • Minimum of 8 years of work experience, 5 years’ experience supporting senior leadership preferably in a non-profit environment
  • Direct experience in managing sensitive and confidential matters with a high level of professionalism


  • Strong independent thinking skills with ability to work independently and follow through on assignments with minimum supervision
  • Strong organizational skills with demonstrated experience working on multiple projects simultaneously
  • Strong interpersonal skills with the ability to build relationship within the organization and externally
  • Excellent administrative, and customer service skills
  • Excellent written and oral communication skills, including the ability to draft correspondences and other communication with minimum direction
  • Professional maturity and strong decision-making skills
  • Forward looking thinker, who actively seeks opportunities and proposes solutions
  • Proficiency in Microsoft Office 365 (Outlook, SharePoint, Word, Excel and Power point) and other work management platforms e.g. 


  • Ability to act with discretion and maintain confidentiality 
  • Work with minimal supervision
  • Manage large and diverse workload under pressure with competing priorities.
  • Maintain the integrity of official records;  
  • Analyze and solve complex problems and make sound decisions;  
  • Maintain a high performance standard with attention to detail;  
  • Work independently and contribute to overall operations of RSC Africa;  
  • Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).
  • Ability to work in a multi-cultural environment required.
  • Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.

How To Apply

Interested and qualified candidates should make their applications to Church World Service via their career portal using the link Jobs at Church World Service

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