Position: Financial Archivist Officer

Place of Work: Head Office

Opening Date: May 20, 2024

1.JOB SUMMARY

The Financial Archivist Officer is responsible for safe custody of all financial document of the Institution. He/she maintains organized and updated documents for the institution using document management software, uploading or scanning paper documents, obtaining documents, and ensuring proper and secure storage

 He/she has a controller responsible for the timely, accurate and efficient preparation and management of documents. They control the numbering, sorting, filing, storing and retrieval of both electronic and hard copy documents produced by technical teams, departments

2.SPECIFIC DUTIES AND RESPONSIBILITIES

•   Keeps financial documents in a safe place;

•  Receives and stores all incoming financial documents after checking that the delivery is in perfect compliance to the specifications described on the transfer request

• Received all the incoming financial documents through hand over format

• Registers all received financial documents

•  Periodically reconciles the stock balances with the financial stock card in the Finance Department

•  Ensures the availability of financial documents and all stock items

• Ensures that all items are stored under safe custody depending on their nature and characteristics

• Ensures that all items are not exposed to theft, and other hazards

• Periodically performs stock count and reports deviations if any to his/her supervisor immediately

• Review document control procedures for continuous improvement and make necessary adjustments to match current business needs and industry best practices

• Digitize hard copy documents and file them in the appropriate electronic systems so they're easily accessible to appropriate groups, regardless of their location

• Perform quality checks on incoming documents to ensure accuracy, completeness, and adherence to established standards and guidelines

• Provide guidance and training on how to perform document management procedures and processes

• Regularly provide reports on document status, progress updates, document review cycles, and distribution logs for Finance department and other relevant parties.

• Maintain an accurate and up-to-date version control system for all engineering drawings, ensuring that the latest revisions are accessible to relevant stakeholders while superseded versions are securely archived

•  Ensure arrived documents are based on the loge sheet and hand over document and take over the document accordingly

•  Take over the documents that should organize, categorize, and keeping the documents in a secure and systematic manner

•  Maintain the integrity and confidentiality of the documents, ensure easy retrieval when needed, and manage the archival process effectively

• Performs other related duties as assigned by the supervisor 

 MINIMUM QUALIFICATIONS

A) EDUCATION/TRAINING

 Degree or Diploma in Accounting, management or related fields

B) EXPERIENCE:

2/4 years of relevant experience

C) TECHNICAL AND OTHER SKILLS

Ability to interact and work effectively with others at all levels

 Basic computer skills;

Good written and oral communication skills.

4.  WORKING CONDITIONS AND LEVEL OF TRAVEL REQUIRED

Office environment. No travel is required. 

 Terms of Employment: Permanent

Salary: As per the Institution salary scale

Closing Date: May 27, 2024

How to Apply

Candidates who fulfil the above requirements can submit the application letter, updated Curriculum vitae with names and addresses of up to 3 references can apply online through VFE_Vacancy@wvi.org

      Women applicants are highly encouraged to apply!

Required Skills

Effective communication and sociability

Microsoft Office Pack: Word, Excel, Access, Publisher, Outlook, Powerpoint

Desired Skills

Communication

Paperwork/record-keeping abilities