Archive and Record Clerk at Ethiopian Public Health Association

Job Purpose

The purpose of the job is to record, archive and disseminates all internal and external documents, correspondences and reports; maintain proper filing and archive system that safeguards all the documents and make easily accessible.

Duties and Responsibilities

• Receives records, distributes and controls all out going, incoming and internally generated documents and files.
• Ensures that the receiving, recording, and issuing practices are in compliances with established procedures and methods.
• Arranges systematically all files in an orderly manner by type and source
• Controls the issue of files and documents by receiver’s address.
• Ensures up-to-date recording & Responsible for the safety of documents
• Maintains records of contracts &data relevant to overall operation management.
• Maintains close contact with all directorates to manage filing data.
• Ensures procedures governing documentation & file management operations.
• Prepares periodic summary or statistical reports of all filing operations.
• Prepares history of files & inform to respective users.
• Keeps proper records of incoming & outgoing letters & summarizes activities on log book.
• Receives letters from external sources, distributes them and follow up if any response is necessary to the requests of institutions where originated
• Manages clerical works of the unit& Ensure data management are consistent and timely.
• Ensures the maintenance of up-to-date and complete records either for review and updating.
• Participates in annual work plan, budget, and periodic activity reports preparation.
• Ensures letters& correspondences of the association are well received by receivers.
• Makes sure documents are handed over to the recipient unit or person accompanied by signature when delivering documents.
• Performs any other related duties as directed by immediate supervisor.

General Information

• Post Title: Archive and Record Clerk
• Employment Type: Full-time
• Career Level: Professional level
• Duty Station: Addis Ababa,
• Duration: 1 year with the possibility of extension
• Number of posts: One
• Salary: Based on the Organization Scale
• Posted date: December 31/2025
• Closing date: January 13/2026

Job Specification

• 10+3 or Level IV diploma in Secretarial Science & Office Management/ Management and related with 0 years of experience

OR

• 10+2 or Level III certificate in Secretarial Science/ICT/ Records Management or related with 2 years of relevant experience