Archive & Records Assistant

FH Culture

All we do, and how we do it, seeks to promote God’s beauty, goodness, and truth in a broken world. As such, we are defined by our ability to make people’s lives measurably better; our ability to deliver impact is the measure of our collective success. For we know that we are God’s handiwork, created in Christ Jesus to do good works, which God has already prepared in advance for us to do. At Food for the Hungry, we operate under a set of values called Heartbeat Values.

FH Ethiopia would like to invite potential internal/external candidates to apply for the following positions.

Title of Job:            Archive & Records Assistant

Duty Station:         Addis Ababa 

Duration of Contract: Temporary Contract

Closing date:        August 26, 2026

Job Summary

The Archive and Records Assistant is a vital member of FHE finance team, responsible for the accurate and timely processing of all payments to vendors, staff, and partners, and for the meticulous entry of financial data into the accounting system. This position ensures the integrity of our financial records, supports smooth cash flow, and is essential for maintaining compliance with internal policies and donor regulations.

Principal Responsibilities

Key Result Area #1. Records Management and Archiving: 

• Establish, maintain, and implement a consistent filing and archiving system for all financial documents (e.g., invoices, receipts, bank statements, payroll records, grant agreements, audit reports).
• Ensure proper storage, labeling, and arrangement of financial documents for easy access and safety.
• Classify, sort, file, and retrieve financial records, both in hard copy and electronic formats.
• Digitize physical financial records using scanners and ensure digital files are accurately named, stored, and backed up on the organization’s server or cloud storage.
• Maintain a clear and logical directory structure for digital financial archives.
• Manage the physical archive storage area, ensuring it is clean, organized, and secure.
• Monitor File Storage space conditions and notify supervisors of any damage, loss, or repair needs.

Key Result Area #2 Compliance & Audit Support: 

• Work closely with the Finance Manager to ensure all filing practices comply with internal policies, donor requirements, and local statutory regulations.
• Play a key support role during internal and external audits by efficiently retrieving requested documents and providing organized records for review.
• Assist in maintaining the document retention schedule, ensuring records are kept for the mandated periods.

Key Result Area #3 Administrative Support: 

• Provide general administrative support to the finance team, such as labeling files, and managing office supplies for the department.
• Serve as the primary point of contact for internal record retrieval requests from other departments.
• Continuously look for ways to improve records management processes and efficiency.

Job Level Specifications

• Full agreement with FH’s Christian foundation and beliefs as expressed in The Heartbeat: our Values, Vision, and Purpose.
• Excellent organizational skills; ability to plan and coordinate work, ensure the efficient flow of projects and processes.
• Basic understanding of accounting principles and financial terminology.
• Exceptional ability to organize tasks, manage time, and prioritize workload effectively.
• Unquestionable integrity and ability to handle highly sensitive and confidential information
• Ability to interact positively with all levels of the organization and across organizational and cultural boundaries.

Education and Experience

• BA in Accounting or Management or other relevant subjects from any recognized university.
• Minimum four (3) years relevant experience in financial data Management and other related finance position is required.

Distinguishing Competencies

⮚ Knowledge of local procurement policy, logistics and supply chain management.

⮚ Must have good coordination, negotiation, persuasion, critical thinking and time management skills.

⮚ Good interpersonal and communication (both written and verbal) skills. ⮚ Relevant knowledge of Donor regulations and organizational policies and procedures

⮚ Analytical skills and ability to undertake rigorous data analysis

⮚ Experience using a scanner and document management software

⮚ Ability to prepare reports providing periodic status updates as necessary.

⮚ Competent in Microsoft Office applications, strongly in MS Word and MS Excel.

Language

⮚ Proficiency in spoken and written Amharic & English required.

Supervisory Responsibility

⮚ This position has no supervisory responsibility

Safeguarding Policy

FH strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the FH Heartbeat and safeguarding and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.

Gender Responsibility

⮚ Be aware of the stereotypes about women’s and men’s capacities, and discuss how they influence staff, in assigning responsibility, and in managing resources at unit and organization level.

⮚ Be able to describe how gender issues relate to one’s job responsibilities and how gender equity can be promoted through the execution of those responsibilities.

⮚ Be familiar with the local Gender Focal Point(s), and go to her/him to learn more about gender issues, or when there is a gender grievance or harassment issue to resolve

⮚ Within each project and department, discuss FH’s Gender & Diversity and Sexual Harassment and sexual exploitation Policies, so that all staff are conversant with them.

⮚ Refrain from any comments or gestures that indicate prejudicial views of female staff, especially female supervisors.

⮚ In each Project and Head Office, ask women staff what changes would make it more “gender-friendly”, organization and implement the recommendations

Safety & Security Responsibility

⮚ Each FHE staff member should adhere to all pertinent policies concerning safety and security policy of FH. Lapses in safe conduct can jeopardize the health and welfare of all staff.

⮚ Every FHE staff member has an obligation to learn and understand the security situation where they are located.

⮚ Each FHE staff member should adhere to all pertinent policies concerning safety and security. This includes, but not limited to, personal safety, road safety, etc.

⮚ He/she has a responsibility to become familiar with social, cultural and other associated features of their duty stations.

⮚ Abstains from inappropriate or offensive behavior that can put FHE in a difficult position, impair operations, and jeopardize the health and welfare of all staff of FHE.

All FHE staff should promote safe conduct and exercises caution in all work activities; staff should be accountable for their own personal and professional actions and conduct.