New Jobs at Concern Worldwide Zambia Employment
Job Title: Archiving Manager
Reporting to: Director of Systems
Contract length: 5 months – task must be completed by 31st July 2017.
Liaises with: Finance team (Lusaka), Administration Assistant and Office Managers – in all the offices, HR Officer, Logistics & Procurement Officers, IT Assistant, PD and CD.
Job purpose: The post holder will have overall responsibility for processing, collecting and archiving Concern Worldwide Zambia documents (both hard copy and electronic documents) and will ensure that these functions are implemented efficiently and in compliance with Concern policies and procedures on document archiving.
The post holder will be based in Lusaka and there will be some travel to other Concern field offices to follow up with the archiving exercise.
The post holder will be expected to identify and support a skilled staff member who will dedicate their time to overseeing this process in the field offices.
Main duties and responsibilities:
- In collaboration with the relevant staff members, prepare the list of systems and programme documents to be archived as outlined in the Concern Country Exit Manual.
- Systems documents include; Finance documents, Human Resources documents, Logistics documents, IT documents and Administration documents.
- Programme documents include; project documents, partner documents and donor documents.
- Oversee the process of archiving of both systems and programme documents from 2006 onwards for the entire Concern Zambia country programme
- Label documents and files correctly for future use as per the guidelines that will be provided.
- Identify and prepare the storage space for all the files in Lusaka
- Identify the permanent archiving place in Lusaka and ensure all the documents are parked and delivered to the secure location.
- Do a physical archiving of all the documents that will have been identified and do an electronic filling as per the guidelines
- Under the supervision of the line manager, identify documents to be discarded as per the guidelines provided– which will include confidential and sensitive files that can be misused in any way. Oversee the disposal of these documents.
- Provide weekly update on the progress to the line manager
Other key tasks and responsibilities:
- To adhere to and support the implementation of the Concern staff code of conduct and Programme Participant Protection Policy as described in the National Staff HR Manual.
- To support and promote the standards outlined in the Programme Participant Protection Policy and Concern Code of Conduct to their team, partner organisations and beneficiaries, and be committed to providing a safe working environment.
- To contribute to the establishment of preventive measures to reduce the potential for abuse in Concern programme (as per P4 section 6).
- To contribute to and support the implementation of Concern Zambia’s Humanitarian Accountability Framework and plan.
- Other reasonable tasks as directed by the line manager.
Qualifications and Experience required:
- A relevant professional qualification (Degree or higher) in Management, Logistics, Archiving, Administration, plus relevant working experience.
Skills, knowledge and experience:
- Demonstrable skills in working in a systematic and organised manner.
- At least 3 years working experience in Logistics or Office/HR Management or Management or a combination of both preferably with an INGO.
- Good knowledge of basic filling and archiving.
- Knowledge of MS Office Suite 2010 and OS Windows 7.
- Good time management skills
- Applications, in the form of a cover letter and CV, should be sent via e-mail to the following: [email protected] with the title of the position clearly stated in the subject line AND INDICATE YOUR PERFERRED LOCATION. Submission may be in hard or electronic copies. Submission of original copies and scrutiny of the same including verification from the issuing institutions will be a condition of engagement of the successful applicants. Concern Worldwide will only respond to candidates who are determined to have the above qualifications and only those will be short-listed and invited for interviews.
- The deadline for receipt of applications is Friday 24 February 2017. Please note that only shortlisted candidates will be contacted.
Programme Participant Protection Policy
Concern has a Programme Participant Protection Policy and Concern Code of Conduct which has been developed to ensure the maximum protection of programme participants, especially beneficiaries, from abuse and exploitation, and to clarify the responsibilities of Concern staff, partner organisations, and anyone engaged by Concern or visiting our programmes, and the standards of behaviour expected of them. In this context all Concern staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct of their work in accordance with Concern’s core values and mission.
Any candidate offered a job with Concern will be expected to sign the Programme Participant Protection Policy and Concern Code of Conduct as an appendix to their contract of employment. By signing the Programme Participant Protection Policy and the Concern Code of Conduct candidates demonstrate they have understood its content and agree to conduct themselves in accordance with the provisions of this document.
Any breach of the Programme Participant Protection Policy and Concern Code of Conduct by employees of Concern during the course of their employment will result in disciplinary action up to, and including, dismissal.