Archiving Assistant

Reference No: Rec/024/25

Position Summary:

The Archiving Assistant is responsible for the efficient and secure archiving of financial records, ensuring compliance with legal and regulatory requirements. This role involves organizing, indexing, and maintaining physical and digital finance documents, as well as ensuring easy retrieval for audits, financial reporting, and other business needs. Working closely with the finance, accounting, and audit teams to ensure that archived documents meet business needs and compliance standards.

Key Responsibilities:

1. Document Management:
   • Organize, label, and archive financial records, including invoices, receipts, tax documents, payroll information, bank statements, financial reports, and other relevant financial paperwork.
   • Ensure that all documents are stored securely, both physically and digitally, following company policies and compliance regulations.
2. Compliance and Regulatory Adherence:
   • Handover the project financial documents from project controller after its approval
   • Compare the original financial documents with the scanned copy which is the project finance officer send us.
   • Assist in preparing for audits by providing easily accessible archived financial records when requested by internal or external auditors.
3. Record Retrieval and Retrieval System Management:
   • Develop and maintain an effective record-keeping and retrieval system for archived finance documents to ensure quick access when needed by finance teams or other departments. Maintaining an upto log on borrowed documents ensuring their timely return.
   • Perform periodic audits of the archives to ensure the completeness and accuracy of records.
4. Digital Archiving:
   • Convert physical finance documents into electronic formats (e.g., scanning) and manage the storage and provide when its needed at any time
   • Manage access control to sensitive documents to prevent unauthorized access.
5. Data Integrity and Confidentiality:
   • Ensure the confidentiality of financial documents and records, handling sensitive data in a secure manner.
   • Ensure the integrity of archived documents by regularly checking and updating files for potential corruption or data loss.
6. Purchase & Service Declaration:
   • Every month declare/upload all purchase and service transactions/receipts on the Revenue Authority Portal.
7. Receipts to file:

• Handover cheques to the supplier, receive and receipt and attach to the payment documents.

• Education:
  • Diploma in Finance OR Accounting OR Business Administration, and/OR related field.
• Experience:
  • Minimum of 2-3 years of experience in records management, finance administration, or a similar role, ideally in an archival or document management capacity.
  • Experience with financial documents and understanding of finance-related compliance standards is a plus.
• Skills & Competencies:
  • Strong organizational and time-management skills.
  • Attention to detail with a focus on accuracy and data integrity.
  • Knowledge of archiving and document management software is desirable (e.g., Microsoft SharePoint, Excel and Word).
  • Familiarity with document scanning, OCR, and digital storage solutions