Archives Officer -Finance

About the Ethiopian Red Cross Society

The Ethiopian Red Cross Society (ERCS) was established in 1935 and is one of the oldest and largest humanitarian organizations in Ethiopia. ERCS provides services to communities affected by natural and manmade disasters through the provision of emergency responses, ambulance and first aid, family reunification, essential drugs, water and sanitation, and other humanitarian services. ERCS also runs disaster risk reduction programs with the aim of creating resilience households and communities. Currently the ERCS has a structure consisting of Currently the Society has 14 regional branches, 40 zonal branches, 180 woreda branches, and 5,871 Kebele Red Cross Committees.

ERCS also runs disaster risk reduction programs relating to food security, climate change adaptation, livelihood diversification, and institutional capacity building interventions, with the aim of creating resilience households and communities. ERCS works in partnership with the Ethiopian Government, International Federation of the Red Cross and Red Crescent (IFRC), International Committee of the Red Cross (ICRC), partnering National Societies, members, volunteers and the communities we serve.

1. Details of the vacant position

Work Unit: Finance Department

Reports to: Accounts Manager

Terms of employment: Contract for 8 months

2. Job Summary

Under the general supervision of the Accounts manager, records and archives clerk gives assistant to the officer in the activities of the financial records and archives of the department; Provide help to the Accountant in filing system; follows up outgoing and incoming documents or letters on a separate registering logbook, depicting the content, address and other important details; ensure proper process is in place with respect to all incoming documents are delivered and outgoing ones dispatched to their appropriate destinations promptly; transmits letters received to the concerned work units or individuals; performs the overall archives clerical activities.

3. Specific Duties and Responsibilities

• Handling the activities of records and archives of the financial documents;
• Modernize filing system based on pertinent systems of the society in a way that ensures security of confidential information, easier access and retrieval;
• Keeps custody of official seals or stamps of the Society;
• Ensure the file arrangement system and documents remain legible and readily identifiable;
• Disseminating letters/documents received to the concerned work units or individuals after proper registration and recording;
• Ascertains that documents are kept and properly filed;
• Provides access to files upon well confirmation of division manager
• Identifies and sorts out special documents and files to keep confidentially and carefully;
• Registers outgoing and incoming documents or letters on a separate registry depicting the content, address and other important details;
• Ensure secretes for documents weather disseminating or kept under recording purposes
• Performs other records and archive related duties and responsibilities

4. Job Specification

Education and Work Experience:

• College diploma/TVET level IV in accounting, records management, Management Information System and related field of study and 4 years related work experience / 2 years for BA in Accounting.