Archives Clerks at Innovations for Poverty Action (IPA)

Duties and Responsibilities for the Archives Clerks Job

Hard Copy Archives

• Receive and register all incoming documentation (correspondence, invoices, etc.) and distribute to relevant staff within Finance, maintaining a document flow trail,
• Ensure all Finance documentation is stored in designated place (Archives) in a secure manner.
• Restrict access to the Archives only to designated personnel
• Manage document retrieval, to include keeping a daily document movement register from the archives.
• Develop and maintain an efficient filing system

Electronic Archives

• Digitize all Finance Documentation using appropriate scanning equipment.
• Update and organize the Finance Electronic Data Management System.
• Ensure off line back up of digitized data is updated on a daily basis.
• Under direction of accountant, manage access rights to the EDMS.

Others

• Support Accountant in retrieving queried documents either by projects or Auditors
• Ensure to adhere to all IPAK policies, with specific reference to IPAK data management policies; quality, timeliness, confidentiality!

Archives Clerks Job Qualifications

• CPA 1 from a local recognized college or a diploma in record management from a recognized local college.
• Working knowledge of MS office.
• Working knowledge of a data management system will be an added advantage.
• Robust problem-solving skills, quantitative and qualitative analytical capabilities.
• Ability to prioritize work, meet deadlines and produce quality results on time with attention to details in high-pressure, fast-paced environment; willing to stretch and work well beyond official working hours.
• Ability to work within a team and provide support to a cross functional range of staff.
• Strong verbal and written communications skills.
• Demonstrable knowledge and synergy with IPA Values.
• At least 6 months experience in record keeping and management.