Archive Clerk

Duration: 1 Month (1st April 2025 to 30th April 2025)

Engagement Type: Short-Term Contract (1 Month)

Reporting to: Finance Officer

Indirect Reporting to: Head of Operations

1. Objective of the Assignment

The objective of this assignment is to engage an experienced Archive Clerk to assist with scanning, categorizing, and archiving finance documents, specifically.

1. Bank Payments,
2. Petty Cash Payments, and
3. Journal Vouchers
4. Any other assigned document

Covering the period 2022 to 2024. The Archive Clerk will ensure that documents are digitized, properly filed, and archived in compliance with Diakonie Katastrophenhilfe filing standards and regulatory requirements. The role involves ensuring easy retrieval and secure storage of financial documents.

2. Responsibilities and Duties

The Archive Clerk will perform the following tasks:

1. Scanning of Documents:
   1. Scan relevant financial documents, specifically Bank Payments, Petty Cash Payments, and Journal Vouchers for the period 2022 to 2024.
   2. Ensure all scanned documents are clear, legible, and properly labelled according to established naming conventions and document categories.
2. Archiving:
   1. Organize scanned documents into appropriate folders and subfolders based on categories (e.g., bank payments, petty cash payments, journal vouchers).
   2. Archive physical copies of documents in secure, easily accessible storage areas, following Diakonie Katastrophenhilfe’s records retention procedures.
3. Documentation:
   1. Ensure accurate and complete records for all scanned documents, matching digital copies with general ledger register.
   2. Label all scanned files appropriately for onward transfer to the documents store.
4. Quality Control:
   1. Verify the quality of scanned documents, ensuring that all necessary pages are included, legible, and correctly aligned.
   2. Conduct reviews to ensure that documents are accurately filed, and no documents are missing or misplaced in both physical and digital archives.
5. Confidentiality and Security:
   1. Maintain confidentiality and ensure the security of all financial documents throughout the process.
   2. Ensure that sensitive information (e.g., financial data, client details) is handled in compliance with data protection regulations.

3. Deliverables

• Scanned and properly categorized digital files of Bank Payments, Petty Cash Payments, and Journal Vouchers for the period 2022 to 2024.
• A well-organized physical archive of the documents.
• A summary report at the end of the engagement outlining the completion of tasks and any issues encountered.

4. Required Qualifications

• Education: Computer literate and with CPA 2 and above as an added advantage
• Lower qualification can be considered based on experience.
• Experience:
  • At least 1–2 years of experience in archiving and document management, preferably in a financial or office environment.
  • Experience with scanning and digitizing financial documents, with a focus on financial records such as Bank Payments, Petty Cash Payments, and Journal Vouchers.
  • Familiarity with accounting software and document management systems is an added advantage.
• Skills:
  • Strong attention to detail and organizational skills.
  • Knowledge of financial documentation and an understanding of the importance of confidentiality and security.
  • Tech-savvy with proficiency in handling computers, and scanners.
  • Ability to work independently and meet deadlines.

5. Working Conditions

• The Archive Clerk will work from the office in Nairobi during regular business hours (8:00 AM to 5:00 PM, Monday to Friday).
• The contract duration is 1 month, starting from 1st April 2025 and ending on 30th April 2025.

6. Reporting

• The Archive Clerk will report directly to the Finance Officer.
• The Archive Clerk will also provide periodic progress updates to the Finance Officer, outlining the tasks completed and any challenges faced.
• Indirectly, the Archive Clerk will report to the Head of Operations for operational oversight and additional guidance related to document management and archiving.

7. Confidentiality

• The Archive Clerk will be required to maintain the confidentiality of all financial documents, records, and other proprietary company information.
• Any unauthorized access or disclosure of information will lead to immediate termination of the contract and legal action if required.