Archiving Assistant

Dear candidate if you are looking for a job that besides other benefits allows you to have a positive impact on other people's lives and you would like to join a friendly, creative, and highly professional international team, this vacancy is just for you. Core values for us are responsibility; impact; enterprising-spirit and inspiration. If you're sharing these and are compliant with requirements send us your CV!

The Archiving  Assistant works under the direct supervision of the Compliance Officer and is responsible for collecting, filing and organizing all paper documentation in hard copy and scan copy as per ACTED global FLATS filing guidelines.

The Archiving Assistant is also responsible for collecting all scanned documents at ACTED country mission level, for indexing and tagging them, and for uploading them on ACTED servers using the ACTED-Archive software as per ACTED's procedures on a timely manner.

REMUNERATION 13 425 - 15 515 UAH BEFORE TAXATION AND DEPENDS ON QUALIFICATIONS AND EXPERIENCE

Responsibilities

• Document Checks & Archive Upload

1. Check the quality and exhaustiveness of scanned documents,
2. Scan and upload missing documents with appropriate equipment in the appropriate format as per ACTED Scanning & Archiving guidelines,
3. Pack and stack FLATS documents as per ACTED Scanning & Archives guidelines,
4. Pack and stack other documents as per given guidelines.

• Archive Management 

1. Tag and Index scanned documentation on the ACTED-Archive solution,
2. Ensure Filing and Indexation of documentation on ACTED Archive solution,
3. Ensure Accessibility to date to authorized staff,
4. Provide support to all departments taking part of the ACTED scanning & archive process, in particular Finance, Logistics, HR and Program staff,
5. Remove all useless and/or very old paper documents from the archive file (s) after approval from Compliance Officer or/and HQ Transparency & Audit.

• Reporting

1. Report to ACTED T&C Officer on the status of the monthly archiving process,
2. Report any issue in the archiving process,
3. Report any potential optimization to the archiving process,

• Provide support for the good functioning of ACTED T&C department whenever requested by his/her supervisor & ACTED HQ.

Conditions 

• Official employment according to Ukrainian legislation;
• Competitive official salary defined by the ACTED salary grid;
• Regular performance evaluation and salary increase;
• 24 working days of paid vacation per year;
• A friendly international team of professionals;
• Cozy office in the central part of the city;
• Flexible working hours;
• Career development possibilities;
• Medical insurance in 6 months of work with ACTED.

Applications only in English should be submitted with the title or reference of the position (e-mails without mentioned position will not be considered) till the 15th of January 2021. Only short-listed candidates will be contacted for an interview. ACTED is an equal opportunity employer.