Archivist At International Alert

International Alert is seeking an archivist responsible for organizing, indexing, and archiving project records in accordance with Alert’s standard guidance to ensure they retain their authenticity and integrity and can be promptly retrieved when needed.

Alerts’ records are corporate assets that directly contribute to our key results. Records contribute to client satisfaction, employee satisfaction, development impact, growth, and employee ownership. The archivist will establish a complete account of project hard-copy files and organize files according to Alerts’ standard records system to prepare project records for long-term storage and retrieval.

Role duties and responsibilities:

• Classify and file project records to prepare for archiving and prompt retrieval, following standard instructions according to Alert’s standard guidance.
• With the supervision of the Finance Manager and project staff, the archivist will conduct a comprehensive inventory of project hard-copy and electronic files based on filing guidance and desk reviews.
• Coordinate with the project teams to incorporate miscellaneous unfiled documents into files following the project file index one pager as closely as reasonably possible.
• Mark and label all project files according to Alerts’ standard operating procedures.
• Promote best practices in accordance with Generally Accepted Recordkeeping Principles (GARP) among projects teams.

The archivist will prepare the following documents:

· A project master file index project template that integrates project office and country office files

· An inventory sheet for each archived box

· A box label for each box to be affixed to the box face

· A transmittal sheet for each completed project

· Weekly reports to keep the operations/finance team updated on archiving progress

· Create reports and memos outlining the status of documents

· A tranche of fully archived boxes

Physical Requirements:

· Regular attendance and availability during normal business hours are required.

· Ability to work in a normal office environment and adhere to COVID-19 and security protocols for a safe and secure work environment.

· Occasionally lift and/or move up to 25 pounds.

(Any other task assigned by Country Director/Finance Manager)

Qualifications and Experience:

• Demonstrated experience with data entry, filing, labeling, packaging, retrieving, and preserving records.
• Experience working with donor funded projects as archivist is highly preferred.
• At least 1-2 years administrative experience preferred.
• Associate degree or must be enrolled in an academic program to obtain an advanced degree required.
• Demonstrated ability to communicate clearly and concisely both orally and in writing.
• Strong attention to detail and strong organizational skills
• Demonstrated versatility, and integrity.
• Demonstrated ability to follow standard practices and procedures, receive general instruction and supervision on work progress, and make significant contribution to end results.
• Strong knowledge of Microsoft Excel and Word, including creating and modifying documents.
• Ability to work both independently and in a team, coordinating with staff as work assignment requires.

Please note that the above are just some of the role requirements. For the full requirements, please click here to view the terms of reference.