Job Title: Finance Assistant - Digital Archivist
Band / Level / Grade: 9A - Admin/Technical Support
Department: Finance
Location: Aden
BACKGROUND: 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. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.
The IRC responds to people’s acute and longer-term needs with integrated programs that improve health and safety, prioritize children’s education, foster economic wellbeing, and empower communities to regain control over their lives. Our work gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, conflict sensitivity, coordination, and impact.
The IRC Yemen began its programs in October 2012. Since establishing its presence in the South of Yemen, in the Red Sea Coastal city of Aden, the organization has grown from just an implementing small project to handling large scale emergency and relief operations. Following the war which broke out in Yemen in March of 2015 and the humanitarian disaster, which was crafted by the same, IRC launched one an emergency response program in the southern governorates of Aden, Lahj, Abyan, Shabwah and Al Dhale, and expanded later in Sana’a and Hodeidah in the North. Currently IRC Yemen is operating in eight governorates in the south and north of Yemen through direct programming and through local partnerships, in Health, WASH, Nutrition, Economic Recovery Development, Education, Child Protection, Gender and Women Protection and Empowerment.
The International Rescue Committee (IRC) have been working in the Middle East and North Africa (MENA) for more than forty years. Today, the IRC has more than 2,200 staff working across the region, including in Iraq, Jordan, Lebanon, Libya, Syria, and Yemen to support those affected by some of the world’s most complex and protracted humanitarian crises.
SCOPE OF WORK:
The Archivist will ensure the required key documentations supporting the compliance and eligibility of expenditure is digitally archived and structured in a manner that is fit for purpose.
JOB SUMMARY:
The Digital Archivist will be supporting the IRC Yemen by ensuring the completeness of the scanning of the related records keeping, the compliance with digital achieving requirements processes, this role will allow the IRC Yemen.
WORKING RELATIONS:
Finance Manager, Supply Chain Manager, HR Manager, Grants Coordinator, Partnership Coordinator, Technical Coordinators.
MAIN RESPONSIBILITIES:
The Archivist will work closely across all functions in the Finance department to ensure key documentations supporting the compliance and eligibility of expenditure for key institutional donors is 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.
- Ensure any all the hard supporting documents are fully completed & stamped if its required before any Digital scan.
- Any other tasks assigned by the line manager
REQUIREMENTS: (Qualifications, Skills and Abilities):
A. Education:
- Recommended fresh graduates from Finance major universities or 3-6 months experience in finance job or internship experience in national or international NGOs.
B. Experience:
- Experience working in an online knowledge management system (e.g. Box, Dropbox, Google Drive) would be ideal.
- A previous project management experience ideally in the field of document management or knowledge management.
- Experience operating scanning hardware would be ideal.
C. Skills and Abilities:
- Ability to work in Arabic language and English
- Capacity to understand relevant policies and critically assess which aspects may need to be adapted to the country context.
- Good communications skills, able to explain the requirements and obtain buy-in from relevant staff.
D. Proficiencies: n/a
Professional Standards: The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, 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.
IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, age, marital status, disability or any other characteristic protected by applicable law.
IRC strives to build a diverse and inclusive team at all levels who as individuals, and as a group, embody our culture statement creating a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a team and deliver the best possible services to our clients.
Commitment to Client Responsiveness: By committing to Client-Centered Programming, at the IRC Yemen, we place the people we serve - our clients - at the center of our programming and services. The IRC Yemen Staff have an important role to play in supporting the implementation of client-responsive programming through raising awareness among the community and clients about the existing feedback mechanisms and how to use them including the response processes, access, and eligibility to services, and contribute to building an institutional culture that prompts staff to listen to clients.