Archivist

Main responsibilities:

Under the line management of the Finance Supervisor and with a functional link with the HR Supervisor and Logistics Manager, the Archivist’s field of action concerns administrative, human resources, financial, accounting and logistics services.

In particular, documents to be archived are considered (this list is not exhaustive):

• Accounting documents, and any proof of activity
• Contracts, conventions and partnership agreements
• Elements relating to the career of employees / Personnel Files
• NGO framework documents (ex: internal regulations, procedures, memos, organization chart)
• Meeting report
• Purchasing files, calls for tenders, competitive tenders
• Elements relating to the management of materials, equipment and consumables
• Financial documents (treasury, reporting, etc.)
• Meeting report

The main responsibilities and activities of the Archivist can change depending on the evolution of the context, the work organization and the team composition.

Main activities:

1. Archive physical documents

• Collect the documents to be archived from the various issuing services.
• Ensure the completeness of the files, in particular accounting documents, purchase files ...
• Complete the files by collecting the necessary elements from the various issuing services.
• Classify and store documents.

• Use the packaging elements wisely (binders, dividers, archive boxes, etc.) and all materials necessary for the successful completion of the assigned missions, and ensure their availability.
• Label the storage media in accordance with the rules, procedures and requests of the issuing and / or recipient departments.
• Participate in the “Voucherisation” of the accounts. Printing, sorting, archiving.
• Translate in case of need.

2. Computerize archives

• Computerize the requested documents.
• Ensure the integrity of electronic files created.
• Name and Store the electronic archives in accordance with the rules, procedures and requests of the issuing and / or recipient departments.
• Publish electronic documents via the NGO's platforms (in particular Sharepoint, Cloud, etc.)
• Check the proper functioning of the tools required for computerization (printer, scanner, external storage medium, etc.), and monitor any requests for maintenance work.

3. Ensure the sustainability and conservation of physical documents

• Check the storage conditions of the conservation areas and follow-up of any requests for maintenance work in these premises.
• Maintain storage elements: regular dusting of shelves, archive boxes, and filing cabinets.
• Change old archive boxes, binders and dividers.

4. Implement the contingency plan

• Label filing cabinets, archive boxes and shelves in accordance with the contingency plan.

5. Implement the policy of eliminating obsolete documents

• Deal with duplicates with issuing services.
• Destroy documents in accordance with the destruction plan defined by the NGO.

6. Ensure the availability of documents

Behaviour:

• Respect the confidentiality of the information received.
• Is responsible for the proper use and maintenance of the equipment assigned.
• Respect the safety instructions given.
• Respect the working hours that have been set.
• To be able to work as part of a team and participate in all activities.
• To be able to work in a humanitarian context and with limited resources
• To believe in concepts of equity, human rights, neutrality and impartiality.
• Demonstrate motivation at work.
• Respect each team member’s position, work and specialty.
• Adapt to special situations or demands from supervisor.

This list of tasks is not intended to be exhaustive and other tasks may be requested by the line manager according to the needs of the program. In addition, the employee is expected to have a certain degree of flexibility and an ability to adapt according to the evolution of the constraints of the assignment.

Requested Profile

• Undergrad or fresh graduate
• Proficiency with Microsoft word, excel and Nitro.
• Knowledge of SharePoint
• Arabic and English languages are mandatory – French added value