Flat archiving assistant

Assignment

The FLAT Archiving Assistant works under the direct supervision of the T&C Manager and is responsible for collecting, filing and organizing all paper documentation per ACTED global FLATS filing guidelines.

The FLAT Archiving Assistant is also responsible for collecting all scanned documents at ACTED country mission level, for indexing and tagging them, and for uploading them on ACTED servers using the ACTED-Archive software as per ACTED’s procedures on timely manner.

The FLAT Archiving Assistant is also responsible for supporting the compliance department in its missions (FLAT’s supervision, compliance and accountability, and  reporting); and any other activity as required.

Responsibilities

• Document Checks & Archive Upload

1. Check the quality and exhaustiveness of scanned documents,
2. Scan and upload missing documents with appropriate equipment in the appropriate format as per ACTED Scanning & Archiving guidelines,

• Archive Management

1. Tag and Index scanned documentation on the ACTED-Archive solution,
2. Ensure Filing and Indexation of documentation on ACTED Archive solution,
3. Ensure Accessibility to date to authorized staff,
4. Provide support to all departments taking part of the ACTED scanning & archive process, in particular Finance, Logistics, HR and Program staff,
5. Remove all useless and/or very old paper document from the archive room(s) after approval from HQ Transparency & Audit.

• Support Acted’s compliance and accountability:

1. Provide timely supplementary quality control of the Compliance documentation by checking the accuracy and consistency of the information between the related documents and report discrepancies immediately to the department concerned for corrective action
2. Facilitate the preparation for country external audits.

• Reporting:

1. Report to ACTED T&C manager on the status of monthly archiving process
2. Participate in the preparation of a Monthly Compliance Report giving as much detail as possible for all existing projects that are ongoing and completed

Provide support for the good functioning of ACTED T&C department whenever requested by his/her supervisor