Vacancy Announcement

Position Title: Documentation and Archive Clerk

Department/Program: Finance Operation

Level: B1

Reports to: Accounting Coordinator

Based in: Addis Ababa

Duration of contract: Indefinite based on performance and availability of funds

Remuneration: As per organization pay scale plus other PSI Ethiopia staff benefits.

Application Deadline: October 23, 2020

Who we are?

We’re Population Services International (PSI), the world’s leading non‐profit social marketing organization. We work to make it easier for people in the developing world to lead healthier lives and plan the families they desire by marketing affordable products and services that range from mosquito nets to contraceptives to HIV testing. We are a $560m enterprise based in Washington, DC, operating in the private and public sectors in more than 65 countries.

Join us!

There are over 9,000 “PSI’ers” around the world. It’s a diverse group of entrepreneurs and professionals with an unusually wide range of backgrounds - from the medical industry to the music business - all with unique skills we bring to the job.

PSI/Ethiopia wants reimagine healthcare, put the consumer at the center, and whenever possible, bring quality care to the front door. We achieve health impact in Ethiopia by working with both government and private partners and harvesting technology innovation to bring quality care closer to communities, schools, and homes.  We empower consumers by including them in the design of healthcare solutions, offering them more healthcare choices, and helping them to have a voice in influencing national priorities. We work with all market actors in the health system to understand their needs, designing and delivering solutions so that market systems can sustainably serve consumers for the long term, helping to support the Government of Ethiopia in achieving Universal Health Coverage. 

We are looking for – A documentation and archive Clerk who will be responsible for the overall custodianship of documents maintained at PSI/E Head Office Finance Department. He/she also provides relevant support and documents to the finance team for the routine tasks as well as photocopying tasks. Besides, he/she also manages incoming and outgoing financial letters and documents and maintains a tracking sheet using a computerized database.

Sounds like you? Read on!

Your contribution 

You will work under the supervision of the Senior Finance Officer, in close collaboration with the Finance Operations team. More specifically, you will:

• Maintain a complete database of used and unused Cash Receipts, Withholding Tax Receipts, Cash Sales Invoices, Credit Sales Invoices, Goods Receiving Notes, Goods Issue Notes, Goods Return Noted, Stock requisition, and Delivery Notes.
• Maintain adequate inventory of used pre-numbered documents and initiate purchase requests considering the lead-time required for procurement.
• Regularly check for completeness of archived documents as well as received documents from the finance team.
• Make sure that all a relevant financial document stamped as “PAID” for the purpose of maintaining internal control and meeting the compliance requirement.
• Maintain appropriate filling and labeling system easily identify documents.
• Maintain appropriate registration of incoming and outgoing finance related letters and correspondents by providing appropriate reference numbers upon issuance of delivery of documents to the recipient on a timely basis.
• Timely avail documents to the requesting staff as well as for internal and external auditors and maintain appropriate correspondents for on time collections.
• Perform any other duties as assigned by his. Her immediate supervisor.

 Your KPIs

• Make sure that 100% of the financial documents are labeled, properly filed, and stamped as paid.
• Track all archive files using spreadsheets and provide reports to the Senior Finance Officer on a monthly basis.

Job Requirements

Your background

• Diploma in Accounting or related fields
• Minimum of One Year work experience.
• Good knowledge of Microsoft excel.

How to Apply

Are you intrigued? Apply!

By following our 3 steps application process:

1.      Fill out the application form using the following link: Online Application Form. It will only take 5 to 10 minutes.

2.      Send your CV and application letter to recruitment@psiet.org clearly mark “Application for Documentation and Archive Clerk Position” in the subject line.

3.      Check your email and make sure you receive an automatic response acknowledging receipt of your application that means your application was successful. If you don’t receive the automatic response, check again your subject line and if needed, re-submit your CV and application letter with the correct subject.

Application deadline October 23, 2020 We’ll call or e-mail you back if there is a good fit on both sides.

PSI is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of race, religion, national origin, sexual orientation or disability.