Job Description

With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places.

Come join our 34,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Employee Contract Type:

Job Description:

Records Assistant-Baidoa

The Role:

The position holder will implement day-to-day Clerical duties to support smooth, efficient Finance records Management function.  Undertake timely Scanning of Finance documents, Labelling &Filing, Retrieving for Audit and Dispatch to Head Office as required.  Implement Auditable filing including BOX as per WV Standards and any other administrative duty on a regular basis.   

Key Responsibilities:

Ensure effective and Efficient Finance Records Management function

• Timely Scanning of Finance documents CVs,JVs ,GCVs ,GJVs ,GDVs and DVs;
• Receive, log all incoming documents in the Ledger book from Partners and ministries.
• Maintain a well-organized filing and documentation system; Upload to BOX
• Follow up PAYEEs for acknowledgement of payments/receipts;
• File Labelling and dispatch to Nairobi
• Run errands on the behest of Grants Finance Manager/ Finance/Administrative Officer 

Ensure accountable tracking of Finance Documents

• Create and Open Files for key documents such as Timesheets/LDRs, Meeting/Training Attendances etc
• Support Audit in retrieving and sharing required documents both at Field and to Nairobi
• Maintain document tracking tools

Administrative Responsibilities

• Support in organizing meetings as and when required with LA.
• Work with WV Driver for Airport drop off or dispatch of Finance Parcels.
• Monitor Inventory of Files, Staples, paper clips etc and report shortages

Ensure WV Documents Conform to completeness standards and maintain confidentiality;

• Check the documents for completeness before scanning.
• Review all the scanned documents with Finance Officer, label them correctly and follow up with ICT team for Back up process on a monthly basis.
• Follow Policy dictations for confidentiality and safeguard of data information at all times.

Experiences and Qualifications

•  Educational level required: Degree in Records Management, or Administration preferred
• Experience:  2 to 3 years of experience in related field
• Ability to articulate in written and spoken English at Basic level
• Records Management certificate or Equivalent
•  Demonstrates well-developed interpersonal skills, good communication skills, both verbal and written.
• Dependable with respect to Confidentiality and policies
• Good Knowledge of MS Office and Office Equipment such as Photocopier and scanners
• Knowledge of Filing systems/Experience as Filing clerk

Working Environment:

• Office-based in Baidoa, South West State with domestic travel required from time to time.

Skills Required

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