Digital Archivist

Requisition ID: req49543

Job Title: Digital Archivist

Sector: Human Resources

Employment Category: Fixed Term

Employment Type: Full-Time

Open to Expatriates: No

Location: Kyiv, Ukraine

Work Arrangement:

Job Description

BACKGROUND

Over the past 80 years, the International Rescue Committee (IRC) has developed unparalleled expertise in responding to emergencies and helping uprooted communities to rebuild. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster.

The International Rescue Committee Ukraine is part of the IRC global network, which has its headquarters in New York. The IRC is on the ground in more than 30 countries, providing emergency relief, relocating refugees and rebuilding lives in the wake of disaster.

The IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and, most crucially, accountability to those we serve. The IRC is a tireless advocate for the most vulnerable.

PURPOSE OF THE ROLE

This is a short-term role for an incentive worker. The incentive worker will support HR as the Digital Archivist. By ensuring the completeness of all program related records, the compliance with donor regulations, and the efficiency of internal archiving processes, this role will allow IRC teams to focus on clients' needs and reinforce trusted relationship with our donors.

KEY WORKING RELATIONSHIPS

HR Coordinator, HR Manager, HR Officers, Finance Manager, Finance Coordinator, DDF, Administrative Manager.

KEY ACCOUNTABILITIES

The Archivist will work closely across HR to ensure the key documentation supporting the compliance and eligibility of ECHO expenditures is digitally archived and structured in a manner that is fit for purpose. This will entail:

- Physically scanning documentation, storing and naming all the digital files to allow non experts to understand and navigate the contents.

·Handing over ownership of Digital Archiving to functions in a manner that ensures continuity.

·Understanding donor requirements for a variety of expenditure categories.

·Understanding and where required adapting the global document scanning policy.

·Understanding current documentation practices (both physical and digital).

·Scoping out the backlog of documentation that has not yet been digitally archived for ECHO project.

·Where required setting up a digital folder structure for relevant projects.

The archivist shall ensure that the following documents for national staff are in the files and properly archived:

·Salary slips

·Time records/time sheets

·Employment contracts

·Proofs of payment and relevant accounting documents (personnel accounts, bank statements, invoices, receipts, etc)

·Other documents (social security legislation, etc)

Ensure for international staff that all required documents are in the files, specifically:

• Timesheets,
• International assignment letter,
• Hire letter,
• Other required personnel documents.
  

PERSON SPECIFICATION

Skills Knowledge and Qualifications

·Ability to work in Ukrainian language and English

·Capacity to understand relevant policies and procedures.

·Attentive to details.

·Able to perform routine and monotonous work.

Experience

·Experience working in an online knowledge management system (e.g. Box, Dropbox, Google Drive) would be ideal.

·A previous experience with document management or knowledge management.

·Experience operating scanning hardware.