INTERNAL AND EXTERNAL VACANCY ANNOUNCEMENT

for  Archivist and Documentation Officer

Country:            

Ethiopia

Work Base:           

Addis Ababa

Availability: 

As soon as possible

Number of Posts 

2 (Two)

Salary Scale:     

EMS04 USD 374 and 20% of transport allowance.  

 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 yearly.

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, The Netherlands (Dutch) Government and others.

I.    Summary of position 

Under the supervision of the Compliance Officer, the Archivist and Documentation Officer is responsible for the management of Action Against Hunger financial documents in hard and soft copy. 

The Archivist and Documentation Officer role’s purpose, engagement, and delivery. 

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

The position of Archivist and Documentation Officer is responsible for ensuring the existence of proper archiving procedures for the financial documents in hard copies, ensuring the uniformity of electro-archiving and storage of financial and non-financial documents in the No Hunger Forum (NHF) platform by ensuring that financial and non-financial documents meet the organization and ACFs’ donor’s guidelines. 

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

Engaging with capital, base finance team, and other departments in relation to financial and non-financial documentation. 

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

The position holder will perform the task associated with the financial and program document-archiving management, and ensure following the best archiving and documentation system for all financial documents as per Action Against Hunger and donor requirements. Participate in the audit and expenditure verification process and the position holder will establish a follow-up record for the management of organizing the financial document retention periods as per the organization's archiving policy in hard and soft copies. 

Essential Duties

Financial Document Management

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

• Receive and file financial, beneficiary distribution, Log Sheet, and Donation-In-Kind (DIK) documents from ACF’s field and capital office on a monthly basis.

• Mark and label all project files according to ACF’s archiving policy.

• Update financial document follow-up sheet on receiving financial documents and confirm the reception.

• Properly archive capital and field office documents and check sequential integrity of financial and program documents (per base, per month, and per book).  

• Ensure proper filing of beneficiary documentation and assist in reconciliation with the financial and program documents.

• Classify and file the original Log sheet received from the field finance staff on a monthly basis with the associated vehicle rental payment document. While filing, conduct the necessary checks of the log sheet.

• Send the signed handover note to the respective bases to confirm the reception of the original log sheet.

• Ensure proper file storage and space management including discarding old documents in line with the Agency for Civil Society Organization, Action Against Hunger, and donor policies.

• With the supervision of Finance Compliance, the Archivist and Documentation Officer will conduct a comprehensive inventory of hard copy and electronic files quarterly.

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

• Prepare a one-pager periodic report which outlines the status of documents.

Electronic Data Management

• Review the completeness and correctness of financial documents before scanning

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

• Store, maintain and manage financial documents in the form of electro files in NHF.

• Ensure the archived files are titled as per the archiving policy.

• As per the guidance of the Finance Compliance, the Archivist and Documentation Office will 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.

• Pull audit documents as directed by the auditor for verifications, and make sure they are promptly and chronologically re-filed in the appropriate folders.

• 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 of newly recruited staff of finance and non-finance

• Intermittently engage in field visits to the bases to provide technical support

• Support the team in universal tasks

• Provide support in actions assigned by the Supervisor

II. Supervisory Responsibilities

• N/A

III.    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. 

IV. Fiscal Responsibility

• N/A

V.  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.

 VI. 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

I.   Required Qualifications and Professional Experience

•  Accounting and Finance related

• 4+ years related working experience in documentation and archiving from any sector

II. Required Skills & Competencies

•   Good command of the English language,

• Accounting software

• Strong Analytical skills

• Strong organizing skills

• Strong planning skills

• Computer skills

• Good oral and written Communication Skills

• Decision-making skills

• Problem-solving skills

• Ability to work to deadlines

• Experience in documentation and archives

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

How to Apply

APPLICATION PROCEDURE

If you are interested, please send your application composed of none returnable CV, Covering Letter with Archivist and Documentation Officer-Addis Ababa” written in the subject line, and three references, applying directly through this LINK

 Deadline:  04 November 2023

NB: Only short listed applicants will be, communicated on and selection process includes technical test and an interview.