- Requisition ID: req51527
- Job Title: Digital Archive Manager
- Sector: Finance
- Employment Category: Regular
- Employment Type: Full-Time
- Open to Expatriates: No
- Location: Abuja, Nigeria
- Work Arrangement: In-person
Job Description
BACKGROUND
Over the past 80 years, the International Rescue Committee (IRC) has developed unparalleled expertise in responding to emergencies and helping uprooted communities to rebuild. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster.
The International Rescue Committee Nigeria country program is part of the IRC global network, which has its headquarters in New York. The IRC is on the ground in more than 30 countries, providing emergency relief, relocating refugees, and rebuilding lives in the wake of disaster.
The IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships, and most crucially, accountability to those we serve. The IRC is a tireless advocate for the most vulnerable.
PURPOSE OF THE ROLE
The Digital Archive Manager will play a crucial part in supporting the entire IRC Country Office. By ensuring the completeness of all program related records, the compliance with donor regulations, and the efficiency of internal archiving processes, this role will allow IRC teams to focus on clients’ needs and reinforce trusted relationship with our donors.
KEY WORKING RELATIONSHIPS
Finance Coordinators, Senior Supply Chain Coordinator, Senior P&C Coordinator, Senior Grants Coordinator, Senior Partnership Manager, Compliance Coordinator, Senior IT Coordinator, Technical Coordinators.
KEY ACCOUNTABILITIES
The Digital Archive Manager will work closely across all functions in the IRC Nigeria to ensure key documentations supporting the compliance and eligibility of expenditure for key institutional donors is digitally archived and structured in a manner that is fit for purpose. This will entail:
- Understanding current documentation practices (both physical and digital).
- Scoping out the backlog of documentation that has not yet been digitally archived for relevant projects.
- Where required setting up a digital folder structure for relevant projects.
- Physically scanning documentation, storing and naming all the digital files to allow non experts to understand and navigate the contents.
- Guiding users on how best to access, use and interpret archived documents.
- Conducting field visits as necessary and training the staff to conduct regular and proper scanning for the field offices’ documents.
Archivist TOR
- Developing of SOP on Digital Archiving and harmonizing the archiving system with relevant functions
- Handing over ownership of Digital Archiving to functions in a manner that ensures continuity.
Qualifications
PERSON SPECIFICATION
Skills Knowledge and Qualifications
Possession of a professional diploma or university degree is mandatory
Ability to work in English
Capacity to understand relevant policies and critically assess which aspects may need to be adapted to the country context.
Skilled communicator, able to explain the requirements and obtain buy-in from relevant staff.
Experience
- Experience working in an online document and knowledge management system (e.g. Box, Dropbox, Google Drive) would be ideal.
- Proficiency in IT applications such as MS Office is required.
- Previous project management experience particularly in document or knowledge management, is preferred.
- Familiarity with operating scanning hardware
- Previous experience in archiving department is desirable.
- Experience working with NGOs is advantageous.
- Minimum of 3-4 years of progressively responsible professional experience in digital archiving and knowledge management systems
Standard of Professional Conduct: IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons, and several others.
Commitment to Gender, Equality, Diversity, and Inclusion: IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. The IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of IRC Persons in any work setting.
Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols, and other supportive benefits and allowances.
Employment Gaps: We welcome applicants with varied career paths and recognize that a gap in employment does not define a candidate’s potential. We value transferrable skills and are committed to investing in the growth and development of our team members. We encourage applicants to highlight any relevant skills or experiences they have acquired, even if they were not gained in a traditional work setting.
Compensation and Benefits: IRC strives to provide externally competitive and internally equitable Compensation and Benefits programs that attracts, motivates, and retains employees that deliver strong performance while demonstrating the IRC Way Standards for Professional Conduct.
Equal Opportunity Employer: IRC is an equal opportunity employer and we value diversity and inclusion. We do not discriminate on the basis of race, nationality, ethnicity or tribe, gender, age, religion, caste, sexual orientation, differently abled, geographic origin, marital status, veteran status and cultural background (or any other characteristic protected by law). We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.