Archivist Assistant

Job Description

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. 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 IRC has been present in Liberia since 1996 and is a leader in the health sector. The IRC Liberia supports hospitals and primary health care facilities across three counties. It ensures access to vital medicines and quality medical care at all facilities in accordance to the Ministry of Health and Social Welfare (MOHSW) national standards.

The IRC has worked in Liberia since 1996 and is one of the largest humanitarian actors in the country. In partnership with the Government, partners and local communities, IRC programming strengthens health systems, promotes social cohesion, and fosters economic independence for Women and Children across eight (8) counties in Liberia. The IRC-Liberia is transitioning out of Liberia by January-2025, and the position will be supporting the process.

General Responsibilities

Management of physical Archive and Records

- Maintain the Finance & HR Archives ensuring that filing is done in a sequential order and all documents leaving the archive are tracked. - Catalog the content of all box file for easy tracking of physical documents movement. - Enter records information into computer databases and maintaining records of all stored files. - Assist in the preparation of Financial, Accounting & HR documents by scanning, copying, stamping for any internal and external review or audit. - Support with photocopying documents when required. - Ensure that the Archives are neat, cleaned and always locked. - Ensure the data required to run employee programs are filed and stored in the appropriate places for easy access and use. - Continually update HR files with incoming information & documentation. - All HR documents must be tracked on a weekly basis. - Retrieve and re-file financial documents as required for audits and other purposes. - Ensure that all payment documents are stamp “PAID” before filing. - Support the Finance and HR Offices in the filing of payroll documents monthly. - Keep all IRC finance and HR documents confidential - not to be taking outside of the IRC compound without permission from the appropriate responsible person.

Scan documents into electronic copy, reference, and store into box archive

- Create and manage the electronic archive system of IRC-Liberia to the end of the transition. - Create box folder(s) for easy access, and reference for electronic filing on a monthly (Periodic) and/or a fiscal year basis. - Maintain a constant filing and storage system for easy access. - Scan finance and HR documents into electronic format, referenced and file on to box for easy access by the appropriate person(s). - Ensure that all payment documents to be scanned are stamp “PAID”. - Manage and store files in computer and external storage for additional backup. - Manage the maintenance of the equipment and requester for servicing when required for quality output. - Keep all scan Document confidential - not to be shared with internal or external non-permitted persons. - Make sure all documents are scanned properly. - Develop and maintain databases. - Gather, and organize documents for coworkers’ use.

Other functions

- Maintain the confidentiality of the documentation management which is an essential component of this responsibility. - Help the Finance Asst./Cashier in filing taxes within the stipulated time to avoid penalties and interest. - Help the Finance Asst./Cashier to do the NASSCORP Payment at the end of each month. - Perform other duties as might be required by finance and HR departments through the direct supervisor.

Qualifications

- Minimum High School Graduate, and a bachelor’s degree in administration is a plus. - Good interpersonal and organizational skills. - Basic computer knowledge. - Ability to communicate effectively in English (written and verbal). - Ability to work independently. - Demonstrate acceptable skill in archive management.

Supervision

- This position will be supervised primarily by the Sr. Finance Officer-Monrovia with an oversight of HR department for other tasks. - All job/work scheduling to be made through the supervisee. - Monthly performance reviews and feedback to be made to staff through the Sr. Finance Officer.

Personal Characteristics

- Strong sense of personal integrity - Attention to detail and able to smoothly work with competing job priorities.

Skills and Ability

Ability to work under pressure and to meet deadlines.

Willingness to put in extra hours during emergencies.

Ability to keep information confidential***

Well organized and manages time effectively.

Standards of Professional Conduct: The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and implements policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons, and several others.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

IRC is an Equal Opportunity Employer. IRC considers all applicants based on merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law