Intern- Archivist (Re-advertised)

Position Title: Archivist Intern (Re-advertised) 

Country Office: Ethiopia 

Work Base: Addis Ababa _ Capital Office

Availability: As Soon As Possible

Contract duration: 6 months with possibility of extension 

                                                                                             FEMALE ONLY

About Action Against Hunger

Action Against Hunger-USA is a global humanitarian organization that takes decisive action against the causes and effects of hunger. We save the lives of malnourished children and we enable entire communities to be free from hunger. With more than 8,000 staff in over 50 countries, our programs reached 17 million people in 2019.

About the Country Program in Ethiopia

Action Against Hunger has been operational in Ethiopia since 1984 responding to both chronic and acute needs through a multi-sectoral strategy where Nutrition, Food Security and Livelihoods, WASH, and Mental Health and Psychosocial Support activities are integrated to have a meaningful impact on people’s resilience.

Action Against Hunger currently operates in 5 different regions (Oromia, Somali, Amhara, Benishangul Gumuz and Gambella) with a portfolio of 20m USD/year of emergency, resilience building, research and innovation programs. We have a country team of around 600 staff in 17 regional and satellite offices. Our main donors in Ethiopia in 2020/2021 are: BHA, ECHO, Europaid, UNHCR, UNICEF, GFFO, BPRM, SIDA, EHF, WFP, CIAA and others.

Summary of position

Intern- Archivist role’s purpose, engagement and delivery is:

Purpose (The substantive focus of the job encompassing scope, depth and difficulty of work both conceptual and applied)

The position is intern archivist under finance department with compliance section. The major task expected to perform Managing & archiving   financial documents as per their original books by month and entry no, Produce summarized report of missing supporting document and identify financial documents for discarding purpose

Engagement: (The focus of interaction both internally and externally needed to deliver a service seek collaboration and build effective partnerships)

Engaging with Capital finance & compliance section in relation to documentations 

Delivery: (The focus on the execution of the work and the role on the team for supporting business/operational functions in terms of timeliness and quality)

Arraigning all financial and non-financial documents asper the mission filing system

Essential Duties

• Financial Document Management
• Arraigning financial and non- financial documents as per the mission filing system 
• Return financial documents taken out for audit purpose to their original books of account
• Ensure the returned documents as per the final SAGA allocation / backup
• Ensure complete documents are available when returning documents to their original Books
• Communicate compliance team in case of missed document

• Archiving financial documents 
• Arranging and labeling box files for archiving purpose
• Changing old or nonfunctional box files by new one
• Ensure archiving must comply the filing order (by month, book and entry number)
• Ensure expenses have complete supporting document to file as per the mission checklist
• Ensure fiscal year 2018 and before, financial documents archived as per the contract code. 
• The filling order must correspond to SAGA ledger and financial documents are archived in the following order:
• by contract code
• per month
• by financial line (alphabetic order)
• by date (increasing)
• by accounting book (alphabetic order)
• by entry number (increasing)
• Financial documents for the fiscal year after 2018 must be filed in the following order:
• by accounting month
• by accounting book (alphabetic order)
• by entry number (increasing)
• Produce tracking sheet to locate the archived financial documents

Discarding financial documents

• Identify audited projects for discarding purpose
• Identify financial documents for discarding purpose
• Keep financial records for less than 12years from 2021
• Use paper shredder to discarding financial documents 
• Ensure the recent financial files are archived at office archiving rooms 
• Arrange booth and equipment for archiving purpose at Kality store
• Produce summarized report of missing supporting documents
• Share the report to the Senior Compliance Officer and take actions based on the directions from Senior Compliance Officer.

Shared Tasks

• Support the team in universal tasks
• Provide support in actions assigned by the Supervisor/Head of Department

Supervisory Responsibilities

• N/A 

Gender Equality Commitments  

• Foster an environment that supports the values of women and men, and equal access to information.
• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.
• Respect beneficiaries’ women, men, children (boys and girls) regardless of gender, sexual orientation, disability, religion. race, color, ancestry, national origin, age, or marital status. 
• Value and respect all cultures. 

Fiscal Responsibility

• N/A

Physical Demands

• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Working Conditions, Travel, and Environment

• The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required.
• Must be able to travel as required for standard domestic and international business purposes. While performing the duties of this job in the field, the employee may be exposed to precarious settings under high-security risks and/or very basic living conditions and outside weather conditions, as well as to infectious diseases. 

Required Qualifications and Professional Experience

• Accounting and Finance related
• Zero year experience  

Required Skills & Competencies

• Good command of the English language, Accounting software ,Strong Analytical skills, Strong planning skill, Ability to forecast, Computer skill, Good oral and written Communication Skill, Decision making skill, Problem-solving skills, Ability to work to deadlines, Experience in documentation and archives, Ability to work independently, as well as in a team.