Hardcopy Archive Assistant

Requisition ID: req51984

Job Title: Hardcopy Archive Assistant

Sector: Finance

Employment Category: Fixed Term

Employment Type: Full-Time

Open to Expatriates: No

Location: Monrovia, Liberia

Work Arrangement: In-person

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 will support the organization’s work by providing reliable, effective, and efficient filing of hard copies of documents.

Under the direct supervision of the Document Review and Archive Manager, the Hardcopy Archive Assistant contributes to the Liberia office. He/she will be responsible for manually organizing, and arranging all business documents, and is expected to perform the following assignments:

Key Responsibilities

Records Maintenance

• Ensure accurate and up-to-date maintenance of finance records (Hard copies).
• Support in the search for missing finance records, and re-file all documents to the appropriate folder.
• Work with the finance team on documents for the field offices for accurate review to align with fleet waybill, and files and field documents.
• Maintain confidentiality and security of all financial documents at all times.
• Submit folders to the Digital Archive Assistant for scanning and restore files to the relevant archive after scanning.
• Submit daily filing status to the Document Review Manager on the number of folders archived, and the number of folders submitted for scanning.
• Ensure that all scanned files and folders are stored in the Liberia Master Folder on Box.
• Work with the Digital Archive Assistant to ensure that each scanned folder aligns with the hard copy folder.
• 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
• Other Internal and external contacts
• Internal: Regular relationships with HR, Supply Chain, and Finance
• External:  None

Qualifications

• High school Diploma or equivalent.
• Four years of relevant experience in archiving preferably acquired in NGOs.
• 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.