Archivist at Alliance for International Medical Action (ALIMA)

Position Purpose

• The Archivist ensures the effective control, organization, digitization, storage, and security of all mission-wide administrative and accounting records.
• Working under the supervision of the Supply Manager, the Archivist is responsible for ensuring that documents are properly archived, easily accessible, audit-ready, and aligned with ALIMA’s established procedures and donor expectations.
• The Archivist evaluates and researches documents to determine their importance and long-term value, supports audit preparation, and strengthens record-keeping practices across departments. A confidentiality agreement will be signed upon onboarding.
• This position will work closely with Supply Chain, Finance, Logistics, Medical, and other departments to bring archiving practices to full compliance (100%) and improve overall documentation management across the mission.

Special Considerations:

• The Archivist is strictly bound by confidentiality regarding all administrative, financial, and sensitive documents accessed during their duties. Discretion and adherence to ALIMA’s security procedures are mandatory.
• This job profile may evolve based on operational needs. Additional tasks may be assigned by the supervisor in line with the position.

Key Objectives

• Ensure proper archiving, filing, digitization, and secure storage of all Supply Chain and accounting documents in line with ALIMA standards.
• Collaborate with Finance, Logistics, and Medical teams to align archives using checklists and required procedures.
• Improve acquisition, preservation, categorization, and access to both physical and digital records.
• Create well-structured research files for procurement and payment documentation in line with audit expectations.
• Train and support staff on archiving methodologies to ensure sustainability after the end of the contract.
• Establish and implement an archiving procedure consistent with supply chain workflows and payment processing plans.

Main Responsibilities

Archiving & Documentation Management

• Evaluate and prioritize records for preservation, conservation, and long-term storage.
• Organize, catalogue, and maintain all mission documentation in accordance with ALIMA standards.
• Digitize and securely archive documents using approved formats and systems.
• Maintain and regularly update the archive database to ensure accuracy and accessibility.

Audit Preparedness

• Prepare research files and document trails for procurement and payment processes.
• Ensure archived documents meet donor and audit requirements.
• Support teams in responding to audit queries by ensuring proper record retrieval.

Capacity Building

• Conduct training sessions for relevant staff on archiving procedures and best practices.
• Develop simple tools, checklists, and awareness materials to support sustainable document management.

Coordination & Compliance

• Participate in supply chain meetings and contribute to continuous improvement efforts.
• Ensure strict confidentiality and adherence to security protocols for sensitive administrative and financial information.
• Collaborate with cross-functional teams to support alignment of archiving activities across the mission.

Requirements & Skills

Education & Experience

• Candidates should possess a Bachelor's Degree or an HND qualification with at least 2 years of relevant work experience.
• Proven experience as an Archivist or in a similar records-management role.
• Knowledge of document types and their historical or administrative value.
• Experience in researching, categorizing, and determining the significance of records.
• Relevant training or certification in archiving, records management, or library science is an advantage.

Technical & Professional Skills

• Strong understanding of archiving principles and best practices.
• Ability to organize, classify, and preserve large volumes of documents.
• Experience using archive databases or record-keeping systems.
• Excellent attention to detail and analytical skills.
• Strong interpersonal skills, with the ability to work under pressure and meet deadlines.