Archivist

Country Office: Ethiopia

Work Base:   Addis Ababa

Availability: As Soon As Possible

Salary Scale: EMS04

                              Female candidates are highly encouraged to apply for this position.

About Action Against Hunger

Action Against Hunger-USA is a global humanitarian organization that takes decisive action against the causes and effects of hunger. We save the lives of malnourished children and we enable entire communities to be free from hunger. With more than 8,000 staff in over 50 countries, our programs reached 17 million people in 2019.

About the Country Program in Ethiopia

Action Against Hunger has been operational in Ethiopia since 1984 responding to both chronic and acute needs through a multi-sectoral strategy where nutrition, Food Security and Livelihoods, WASH, and Mental Health and Psychosocial Support activities are integrated to have a meaningful impact on people’s resilience.

Action Against Hunger currently operates in 5 different regions (Oromia, Somali, Amhara, Benishangul Gumuz, and Gambella) with a portfolio of 20m USD/year of emergency, resilience

building, research, and innovation programs. We have a country team of around 600 staff in 17 regional and satellite offices. Our main donors in Ethiopia in 2020/2021 are BHA, ECHO, Europaid, UNHCR, UNICEF, GFFO, BPRM, SIDA, EHF, WFP, CIAA, and others.

Summary of position

Under the supervision of the compliance officer is a focal person for Archiving financial documents.  

The Archivist  role’s purpose, engagement, and delivery are:

Purpose (The substantive focus of the job encompassing scope, depth, and difficulty of work both conceptual and applied)

The position is archivist under the finance department with the compliance section. The major task expected to perform is receiving financial documents from the base, updating the received file, ensuring a proper filing system, and communicating if there are missed documents.

E archiving scan and archive documents sequentially as per mission compliance checklist in NHF.

Engagement: (The focus of interaction both internally and externally needed to deliver a service seek collaboration and build effective partnerships)

Engaging with Capital finance, base finance, and other departments in relation to documentation 

Delivery: (The focus on the execution of the work and the role of the team for supporting business/operational functions in terms of timeliness and quality)

Provide sample documents and returned back after the audit is finalized within the deadline.

Essential Duties

Financial Document Management

• Organize, maintain and keep properly and safely Action Against Hunger Ethiopia financial and project documentation and maintain in soft and hard copy.

• Receive financial documents both from Head office and Field finance staff at month-end, such as the monthly cash and bank book documents, beneficiary distributions, and Donation-In-Kind (DIK) documents and do proper labeling.

• Update financial document follow-up sheet up on receiving of financial document and regularly check the monthly financial documents from compliance team.

• Check sequential integrity of financial and program documents (per base, per month, and per book) and properly file capital and field office documents.

• Neatly arrange and organize original financial documents after stamping Action Against Hunger paid stamp and do the necessary translation on invoices and supporting documents.

• Neatly arrange and organize original program documents such as in-kind donations and distribution lists.

• Assist in proper filing of beneficiary documentation and reconciliations with the financial and program document.

• Maintain a central organizational file both in soft and hard copies of financial documents.

• Ensure proper file storage and space management including destroying old documents in line with, Agency for civil society organization, Action Against Hunger, and donor policies.

• Update the missing documents in the excel worksheet and make a follow-up with the respective staff copying the Senior Compliance and Audit officer and Assistant Compliance officers in addition to his/her line manager.

• Communicate and get validation from the line manager for the request of documents by another department.

• Ensure following the best archiving and documentation system for all financial documents as per Action Against Hunger and donor requirements.

Electronic Data Management

• Review the completeness and correctness of documents before the scan

• Scan and archive documents sequentially as per the mission compliance checklist.

• Maintain and manage electro archives in NHF.

• Provide book code to the scanned financial document to archive as per the archiving policy.

• Facilitate access to financial and program documents to Action Against Hunger staff, donor representatives, internal/external auditors, and regulatory authorities.

Take Part in the Audit Process

• Actively participate in providing documents for internal/external audits. Perform scanning, photocopying, and printing work as requested.                                                       

• Manage own time to participate in the audit process

Shared Tasks

• Take part in the training sessions of the department as a mentor

• Take part in the inductions for newly recruited staff of finance and non-finance

• Regular field visits to the bases to provide technical support

• Support the team in universal tasks

• Provide support in actions assigned by the Supervisor

Supervisory Responsibilities

• N/A

Gender Equality Commitments  

• Foster an environment that supports the values of women and men, and equal access to information.

• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.

• Respect beneficiaries’ women, men, and children (boys and girls) regardless of gender, sexual orientation, disability, or religion. race, color, ancestry, national origin, age, or marital status. 

• Value and respect all cultures. 

Fiscal Responsibility

• N/A

Physical Demands

• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Working Conditions, Travel, and Environment

• The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required.

• Must be able to travel as required for standard domestic and international business purposes. While performing the duties of this job in the field, the employee may be exposed to precarious settings under high-security risks and/or very basic living conditions and outside weather conditions, as well as to infectious diseases. 

Job Requirements

Required Qualifications and Professional Experience

• Accounting and Finance related

• 2+ years related working experience 

Required Skills & Competencies

• Ability to work independently, as well as in a team

• Accounting and Finance related

• 2+ years related working experience

• Good command of the English language,

• Accounting software

• Strong Analytical skills

• strong planning skills

• Ability to forecast

• Computer skills

• Good oral and written Communication Skills

• Decision-making skills

• Problem-solving skills

• Ability to work to deadlines

• Experience in documentation and archives

How to Apply

APPLICATION PROCEDURE

If you are interested, please send your application composed of none returnable CV, a Covering Letter with “Archivist” written in the subject line, and three references, applicants to the following addresses: through THISLINK

NB: Only shortlisted applicants will be communicated and the selection process includes a technical test and an interview.

Action Against Hunger-USA provides all staff with an _attractive salary & benefits package. We provide equal employment opportunities (EEO) to all employees & qualified applicants for employment without regard to race, color, religion, gender, ancestry, national origin, age, handicap, disability, marital status, or status as a veteran. Action Against Hunger-USA complies with all applicable laws governing nondiscrimination in employment