Title: General Support - Documentation and Archives

Location: Addis Ababa, Ethiopia

Employment Category:  J

Reporting To:  Finance Manager

Posting date: May 09, 2023

Required Employee: 1

INTRODUCTION

The Danish Refugee Council (DRC), an international non-governmental organization (NGO), has been providing relief and development services in the Horn of Africa since 1997. DRC promotes and supports solutions to the problems faced by refugees, internally displaced people (IDPs), and migrants. The organization has offices across the region and has been operational in Ethiopia since 2009.  With funding from bilateral and multilateral donors, DRC is currently implementing a range of activities across Ethiopia and Djibouti, including WASH and shelter provision, child and youth protection, gender-based violence response, awareness-raising of migration risks, protection monitoring of migration routes, and livelihoods support for returning migrants or those at-risk of migration.

OVERALL PURPOSE OF THE ROLE:

Under the supervision of the Finance Manager, the Documentation and Archives Clerk will perform proper maintenance, documentation and archives of financial and project documents in soft and hard copies; checking for completeness and sequential integrity per transaction codes of the system. It also involves in facilitation of audits through retrieval and scanning of documents.

Responsibilities:

1.     Documentation & Archives

·       Organizes, develops, and implements archival filing and retrieval systems and standardizes records management procedures.

·       Check and receive all financial documents from the field and Country office finance team for documentation in soft as well as hard copy.

·       Responsible for Achieving of all Financial Documents in field offices as well as country Offices.

·       Up on authorized request, present the required document/voucher to finance department and others and ensure that they are returned to their original place.

·       Authenticate and properly check the documentation order and reliability of supporting documents for donors and auditors.

·       Responsible for putting DRC ‘PAID’ stamp in all vouchers and related documents before filing.

·       Undertake proper filing support activities including scanning, filing, and organizing Document.

·       Undertake data cleaning and preparation of record for easy reference and use online to the user access.

·       Receive and file long term contract files, used and unused vouchers, and other finance working documents.

·       Receive and file vouchers after being posted by and keeps them by labeling with reference, Month and Date.

·       Ensures the proper and smooth flow of documents and files and out of the filing system of the finance Archive and the immediate return of documents to their appropriate places and follows-up on lost, missing and misplaced files.

·       Arranges for the proper storage of inactive or dead files and the disposal of unusable records on the basis of established policies and procedures.

·       File financial documents after stamping DRC “PAID” stamp sequentially.

·       Operate filing, storage and retrieval systems for all financial and grant documents.

·       Maintain a separate file for payroll and other tax documents to provide evidence of our compliance with tax and other legislative requirements within Ethiopia.

·       Where necessary photocopy documents to be sent to Regional Office and HQ or any other body requiring them.

2.      Audit Facilitation

·       Assist the finance team as well as it is required their provision document to the Internal / External Auditors.

·       Support Finance in scanning documents and submission to auditors in clearing and closing audit queries.

3.      Other responsibilities

·       Substitute cashier in their absence and collect bank credit and Debit Advice.

·       Perform any other financial tasks as assigned by the supervisor or delegate.

All DRC roles require the post-holder to master

DRC’s core competencies:

·       Striving for excellence: You focus on reaching results while ensuring an efficient process.  

·       Collaborating: You involve relevant parties and encourage feedback.  

·       Taking the lead: You take ownership and initiative while aiming for innovation.  

·       Communicating: You listen and speak effectively and honestly.

·       Demonstrating integrity: You act in line with our vision and values.  

Job Requirements

Experience and technical competencies: (include years of experience)

1.     A minimum of 3 years of relevant experience is required,

2.     Strong communication and interpersonal skills;

3.     Ability to work independently and in a team;

4.     Ability to use MS Office applications

5.     Ability to work cooperatively with staff from diverse cultures.

EDUCATION: (include certificates, licenses, etc.)

BA Degree in Accounting, Finance, Business Management or other directly related field from University or higher education

LANGUAGE:

•Excellent skills in speaking, reading and writing English.

How to Apply

Interested candidates who meet the required qualifications and experience are invited to submit an updated CV and cover letter explaining their motivation and why they are suited for the post. 

Register using THIS LINK

Please forward the application and CV, in English through the stated website no later than May 23, 2023. 

For general information about the Danish Refugee Council, please consult www.drc.ngo

Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, women candidates are particularly encouraged to apply to bridge the gender-gap.

Equal Opportunities: DRC is an equal-opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, color, race, marital status, or other protected characteristics

We encourage only qualified Ethiopian Nationals to apply. DRC considers all applicants based on merit.