Digital Archive Assistant

Requisition ID: req51983

Job Title: Digital Archive Assistant

Sector: Finance

Employment Category: Fixed Term

Employment Type: Full-Time

Open to Expatriates: No

Location: Monrovia, Liberia

Work Arrangement:

Job Description

Over the past 80 years, the International Rescue Committee (IRC) has developed unparalleled expertise in responding to emergencies and helping uprooted communities to rebuild. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster.

The International Rescue Committee Liberia office is part of the IRC global network, which has its headquarters in New York. The IRC is on the ground in more than 30 countries, providing emergency relief, relocating refugees, and rebuilding lives in the wake of disaster.

The IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships, and, most crucially, accountability to those we serve. The IRC is a tireless advocate for the most vulnerable.

Job Overview

The Archive Assistant time will be shared between HR and the Data Retention Team. He/she will support the organization’s work by providing reliable, effective, and efficient filing of the Human Resource documents, and the scanning and digital archiving of other Operations Documents.

Under the direct supervision of the Document Review and Archive Manager, the Archive Assistant contributes to the IRC Operations Department in the Liberia office. He/she will be responsible for digitally organizing, and arranging all operations documents, and hardcopy filing of HR documents, and is expected to perform the following assignments:

Key Responsibilities

HR Records Maintenance

• Ensure accurate and up-to-date maintenance of employee records.
• Update employee databases and HRIS (Human Resources Information Systems) with new hire information.
• Ensure all time and effort sheets, staff leave forms, employment contracts, change of status documents, and other essential documents are filed and stored in the appropriate individual file for easy access and use.
• Maintain confidentiality and security of employee records at all times.

Scanning and Archiving

• Scan all operations documents – Human Resources, Supply Chain, and Warehouse.
• Digitally archive all operations documents according to the filling format and naming convention.
• Ensure that all scanned files and folders are stored in the Liberia Master Folder on Box.
• Ensure that each scanned folder aligns with the hard copy folder.
• Work with the Hardcopy Archive Assistant.
• Alert the Document Review Manager, The IT Officer, and the Operations Coordinator of any error notice or missing scanned documents.

Key Working Relationships

• Position directly supervises:  None
• Internal: Regular relationships with HR, Supply Chain, and Finance
• External: None

Qualifications

• High school Diploma or equivalent.
• Four years of relevant experience with international organizations.
• Strong organizational skills and attention to detail.
• Computer skills in MS Office Suite.
• Excellent communication and interpersonal skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proactive attitude and ability to work both independently and as part of a team.