Digital Archivist

Work Arrangement:

Job Description

BACKGROUND

The International Rescue Committee (IRC) is one of the world's leading crisis response agencies, providing life-saving assistance and supporting recovery and reconstruction for people affected by war and natural disasters. Active in public health, education, livelihoods, women's empowerment, youth development, and protection and promotion of rights, IRC assists people from harm to home.

The IRC was registered in Uganda in mid-1998 and implements rehabilitation activities in the sectors of Child and Youth Protection and development, Health, Economic recovery and Development and women protection and empowerment as well as contributing to the response to the Southern Sudanese Refugee situation. IRC Uganda has a head office in Kampala, field offices in Kiryandongo, Lamwo, Moroto, Kyaka and West Nile.

PURPOSE OF THE ROLE

The Digital Archivist will play a crucial part in supporting the entire IRC Country Office. By ensuring the completeness of all program related records, compliance with donor regulations, and efficiency of internal archiving processes. This role will allow IRC teams to focus on clients’ needs and reinforce trusted relationship with our donors.

KEY WORKING RELATIONSHIPS

Finance Manager, Supply Chain Manager, HR Manager, Grants Coordinator, Partnership Coordinator, Technical Coordinators.

KEY ACCOUNTABILITIES

The Archivist will work closely across all functions in the Uganda Country Program to ensure key documentations supporting the compliance and eligibility of expenditure for key institutional donors are digitally archived and structured in a manner that is fit for purpose. This will entail:

- Understanding donor requirements for a variety of expenditure categories. - Understanding and where required adapting the global document scanning policy. - Understanding current documentation practices (both physical and digital). - Scoping out the backlog of documentation that has not yet been digitally archived for relevant projects. - Where required, setting up a digital folder structure for relevant projects. - Physically scanning documentation, storing, and naming all the digital files to allow non experts to understand and navigate the contents. - Handing over ownership of Digital Archiving to functions in a manner that ensures continuity.

Qualifications

Skills Knowledge and Qualifications

- Bachelor’s degree in, Library and Information Science, Archival Studies, Political Science, Public Administration, and or any other business-related field. - Ability to clearly communicate in English. - Capacity to understand relevant policies and critically assess which aspects may need to be adapted to the country context. - Skilled communicator, able to explain the requirements and obtain buy-in from relevant staff.

Experience

- Experience working in an online knowledge management system (e.g. Box, Dropbox, Google Drive) would be ideal. - Computer literacy and excellent documentation skills are a must. - At least 5 years progressive experience in project management experience ideally in the field of document management or knowledge management. - Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures. - Experience operating scanning hardware would be ideal. - Highly developed interpersonal and communication skills. - Excellent time management and planning capacity. - Ability to multi-task, ability to handle pressure well, ability to improvise, flexibility, adaptability to transitions.

Standards for Professional Conduct:

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Equality, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

I have read and understood the details of the above Job description, the terms and conditions of my contract and the HR policies for National Staff and agree to always abide by them.

Gender Equality & Equal Opportunity

We are committed to narrowing the gender gap in leadership positions. We offer generous 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. We welcome and strongly encourage qualified female professionals to apply.

IRC is an Equal Opportunity Employer, and we value diversity in our organization. We do not discriminate based on race, religion, color, national origin, sex, gender, age, marital status, veteran status, disability status or any other characteristic protected by applicable law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request reasonable accommodation.

NB: This Job position has been re-advertised. Candidates who had previously applied are discouraged from re-applying as their applications may/may not be considered.

This advert will close on 4th February 2024.