Archive Admin/HR Assistant in ACTED

ACTED is a French NGO founded in 1993 that supports vulnerable populations affected by humanitarian crises around the world. ACTED provides ongoing support to vulnerable communities by ensuring the sustainability of post-crisis interventions and preparedness for the long-term challenges facing populations to break the cycle of poverty, promote development and reduce vulnerability to disasters. Our employees are always ready to respond to emergency situations, support and restore sustainable development through 450 projects in 43 countries.

Responsibilities

Document Checks & Archive Upload

Responsibilities

Document Checks & Archive Upload

Quality Assurance: 

Thoroughly inspect scanned documents to ensure both quality and completeness.

Scanning and Upload: 

Utilize appropriate equipment to scan and upload missing documents according to the specified ACTED Scanning & Archiving guidelines.

FLATS Document Handling:

Pack and stack FLATS documents in accordance with ACTED Scanning & Archives guidelines.

General Document Handling: 

Pack and stack other documents following the provided guidelines.

Archive Management

Tagging and Indexing: 

Implement a systematic tagging and indexing process for scanned documentation using the ACTED-Archive solution.

< em>Filing and Indexation: Ensure the proper filing and indexation of documentation within the ACTED Archive solution.

Accessibility Maintenance:

Guarantee accessibility of archived data to authorized staff members.

Departmental Support: 

Provide assistance to various departments involved in the ACTED scanning and archive process, including Finance, Logistics, HR, and Program staff.

Obsolete Document Removal: 

Remove unnecessary and/or outdated paper documents from the archive holder after receiving approval from HQ Transparency & Audit.

Reporting

Issue Reporting:

Immediately report any issues identified during the archiving process.

Optimization Suggestions:

Communicate and report potential optimizations to enhance the efficiency of the archiving process.

Interaction with Archiving Company

Archiving Company Visits: 

Visit the archiving company as required by Deputy/Senior Admin/HR Manager, Senior/Payroll Officer.

Document Handling:

Carry out tasks such as copying, scanning, extracting, and adding documents to ACTED personal files in collaboration with representatives from the archiving company.

Requirements:

• Preference will be given to candidates with disabilities.
• Strong interpersonal communication skills and the ability to work effectively in a team.
• Ability to work with minimal supervision and deliver results.
• Honesty, respectability, and reliability are essential attributes.
• Previous experience working in an office environment is a definite advantage.
• Proficient in Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Familiarity with tools such as Teams and Outlook.

Attention! According to current legislation, upon employment, citizens of Ukraine who are conscripted into the military must provide military registration documents and update their military registration data.

Attention!Per current legislation, individuals subject to military service duty must provide updated military registration documents while being employed.

We offer

• Official employment;
• Regular review of salaries;
• 28 calendar days of vacation per year;
• Friendly multicultural team;
• Comfortable office in the central part of the city;
• Career growth;
• Health insurance after the trial period (3 months).

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“ACTED has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH). Please note that any candidate offered a job will sign the Code of Conduct, and related policies, as part of their work contract. Misconduct can lead to dismissal."