Duties and Responsibilities for the Archives Clerks Job
Hard Copy Archives
Receive and register all incoming documentation (correspondence, invoices, etc.) and distribute to relevant staff within Finance, maintaining a document flow trail,
Ensure all Finance documentation is stored in designated place (Archives) in a secure manner.
Restrict access to the Archives only to designated personnel
Manage document retrieval, to include keeping a daily document movement register from the archives.
Develop and maintain an efficient filing system
Electronic Archives
Digitize all Finance Documentation using appropriate scanning equipment.
Update and organize the Finance Electronic Data Management System.
Ensure off line back up of digitized data is updated on a daily basis.
Under direction of accountant, manage access rights to the EDMS.
Others
Support Accountant in retrieving queried documents either by projects or Auditors
Ensure to adhere to all IPAK policies, with specific reference to IPAK data management policies; quality, timeliness, confidentiality!
Archives Clerks Job Qualifications
CPA 1 from a local recognized college or a diploma in record management from a recognized local college.
Working knowledge of MS office.
Working knowledge of a data management system will be an added advantage.
Robust problem-solving skills, quantitative and qualitative analytical capabilities.
Ability to prioritize work, meet deadlines and produce quality results on time with attention to details in high-pressure, fast-paced environment; willing to stretch and work well beyond official working hours.
Ability to work within a team and provide support to a cross functional range of staff.
Strong verbal and written communications skills.
Demonstrable knowledge and synergy with IPA Values.
At least 6 months experience in record keeping and management.
