Archivist at ALIMA

MAIN DUTIES:

The Archivist will manage and maintain the organization\'s records and archives in Katsina office, ensuring accurate filing, retrieval, and preservation of documents, both physical and digital, in accordance with established ALIMA procedures, SOP and Policy in three different department which are HR/Admin, Finance and logistics.

The areas of Logistics Support/Archivist will provide administrative and operational support to the Supply Supervisor and the Logistics team, ensuring the smooth functioning of supply chain activities. The Archivist will primarily assist in archiving, documentation, and maintaining an organized filing system for supply-related documents, including uploading files to the drive. The Archivist will also support other logistics tasks as required.

RESPONSIBILITIES: ADMINISTRATION, HR AND FINANCE: 

• Organize and Maintain Records: Establish and maintain physical and digital filing systems for HR/Admin & Finance documents (personnel files, contracts, reports, Payment files etc.)
• Scanning; Ensure regular scanning of all HR documents and proper archiving of all personnel documents based on their Name, Position, Location, Date and file Number.
• Scanning; Ensure regular scanning of all Finance and Payment documents and proper archiving of all payment files based on their Balzac Code, year, month, and file number.
• Accurate Filing: Ensure timely and accurate filing of all documents on a timely basis.
• Develop Procedures: Create and implement record-keeping of all administration record according to the ALIMA procedures and policies
• Document Retrieval: Retrieve and provide documents/information upon request
• Confidentiality and Security: Ensure confidentiality and security of all records
• Document Scanning: Scan physical documents to create digital copies
• Digital Archive Management: Manage and maintain the digital archive, including organization, storage, and retrieval of scanned documents
• Inventory Management: Maintain an inventory of archived materials
• Record Disposal: Dispose of outdated or obsolete records according to guidelines
• Audit Support: Assist with audits and record reviews
• HR/Admin Support: Provide support to HR/Admin staff in managing documentation
• To performed any other duties assigned by the line manager or superior.

RESPONSIBILITIES: LOGISTICS:

• Archiving, Documentation, and Digital Management in both soft and hard wares.
  Maintain a neat and organized filing system (both physical and digital) for all supply-related documents starting from 1st January 2024, including IR’s, RFQ’s, Grid analysis, purchase orders, invoices, delivery notes, and supplier contracts. Supply chain procedures of ALIMA to be well respected and applied during the archiving process as well project asset management’s procedures to be well implemented in close collaboration with the mission ICTsupervisor.
• Upload and organize digital copies of all supply-related documents to the designated drive, ensuring proper labelling and folder structure.
• Ensure proper labelling, sorting, and archiving of documents in accordance with ALIMA’s standards.
• Retrieve and share archived documents (both physical and digital) as requested by the Supply Supervisor or other team members.

Administrative Logistics Support:

• Preparation and processing of supply chain documents, such as Requests for Quotations (RFQs), Purchase Orders (POs), and Goods Receiving Notes (GRNs).
• Support the Supply Supervisor in tracking and updating procurement records, including IR numbers and supplier information and the base logistician on the project asset management and the general inventory processes.
• Help maintain an updated contact list of suppliers, including price lists and market survey data.

Communication and Coordination:

• Liaise with the Supply Supervisor, Logistics manager, and other team members to ensure smooth communication and workflow.
• Assist in sharing necessary documentation with relevant departments, such as the pharmacy team, for verification and approval.

Key Competencies to Demonstrate on the specific archiving areas.

• Organization: Ability to maintain a systematic and orderly filing system, both physically and digitally.
• Attention to Detail: Ensures accuracy in documentation, data entry, and file uploads.
• Time Management: Ability to prioritize tasks and meet deadlines.
• Teamwork: Willingness to collaborate and support team members.
• Initiative: Proactive in identifying and addressing tasks without constant supervision.

General Logistics Support:

• Assist in maintaining tidiness and cleanliness in the supply and logistics workspace.
• Support the team in conducting market surveys and updating supplier databases.
• Perform any other tasks as assigned by the Supply Supervisor or Logistics Manager.

Reporting:

• Share weekly updates and monthly reports based on the given priorities and tasks which are completed as well as tasks on progress.

Requirements:

• Diploma/ Degree in Business Administration/ IT
• 2 years’ experience in Similar position, Administration/ Data management. 
• Computer skills, good knowledge and use of google tools, Microsoft excel, word and database.