Archive Assistant (For Afghan Nationals Only)
Manage and organize finance documents through scanning and archiving.
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Overview
Manage and organize finance documents through scanning and archiving.
You have:
- 14th grade graduate, bachelor will be preferred.
- 2-3 years experience in the relevant field.
- Competent in spoken and written English, Dari, and Pashto.
- Ability to handle multi-task, delegation, and prioritization.
- Knowledge of archives preservation requirements and filing regulations.
Job Description
Main Purpose of the Job:
Scanning, checking, recording, and organizing IRC Kabul main office finance documents.
Duties and Responsibilities:
- Scanning files for each Region/Field as per voucher type (BD CD MC & JV) on a monthly basis for the year of grants (start and end date of grant) and place document packages on a sequential manner right after scanning. - Each donor/Project supporting or any other evidence to be scanned in the right section of archive filing system. - When scanning projects documents ensures using each activities compliance checklist for documents completeness before package is scanned and archived. - Scanning clerk shall use proper codifications or T1 codes. - Making the scanning system in such a systematic way where an eligible person (s) can have easy access and understand where the desired files are to retrieve. - Files are to be coded using sequential numbers for each project/donor-funded and placed inside plastic protection sheets (box file) as soon as completely scanned in Hard drive. - Records and data are important and have potential value. - The scanning clerk should preserve and catalogue these records in such a way so people can access them in the future ensuring they’re not lost and forgotten.
Expected Deliverables:
- Set IRC Afghanistan different donor-funded projects scanning folders in BOX where each project files/packages are maintained in a chronic manner. - To establish specific codification system for each grant project filing system and same to be included in archive database tracker. - Maintain the project files clean readable and easy to access using a database tracker filtering system. - The scanning clerk should have strong analytical skills to determine the origin importance and condition of records and data to better decide which documents are complete and which ones to be completed.
Ability Skills and Knowledge:
- Knowledge of archives preservation requirements storage needs and every project filing labelling and scanning mechanism - Familiar with donors filing regulations and legal requirements related to archives and experience in compliance with same. - Knowledge and skill of using photocopy/scanner machines rightly. - Strong knowledge of the filling system documents packaging scanning through a proper labeling system enables anyone to easily read and pick required files. - Ability to read and understand project documents and take initiative to seek missing documents from different departments in timely manner.
Qualifications
Education: 14th grade graduate, bachelor will be preferred.
Experience: with 2-3 years experience in the relevant field.
Skills:
Competent in spoken, and written English, Dari and Pashto
Ability to handle multi-task, delegation, and prioritization
Team spirit and problem-solving abilities.
Potential interview questions
| Can you describe your experience with archiving and document management? | This question evaluates your relevant experience in managing archives and documents. | Provide specific examples of your previous responsibilities and techniques used. |
| How do you ensure the accuracy and completeness of scanned documents? | The interviewer wants to know your methods for quality control in document management. | Pro members can see the explanation. |
| Describe a time you had to prioritize multiple tasks. What did you do? | Pro members can see the explanation. | Pro members can see the explanation. |
| What experience do you have with compliance regulations regarding archives? | Pro members can see the explanation. | Pro members can see the explanation. |
| How would you handle retrieving missing documents from different departments? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 3 years ago
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Updated 1 year ago
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Source:
rescue.org
