Archivist at Chemonics International

Classification: STTA (Local)

Level of Effort /Fixed term contract: Three (3) months

Dates: TBD

Location: Abuja, Nigeria

This scope of work (SOW) sets forth the services to be provided by the Archivist to SAII Associates Ltd/Gte, an associate company of Chemonics International Inc. in the implementation of the USAID Global Health Supply Chain Program – Procurement and Supply Management (GHSC-PSM) project and the Global Fund Supply Chain project in Nigeria.

Background

The archivist is responsible for organizing, indexing, and archiving project records in accordance with Chemonics standard guidance to ensure they retain their authenticity and integrity and can be promptly retrieved when needed. Chemonics’ 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 Chemonics’ standard records system in order to prepare project records for long-term storage and retrieval.

Scope of Work

Principal Duties and Responsibilities (Essential Functions)

• Classify and file project records to prepare for archiving and prompt retrieval, following standard instructions according to Chemonics standard guidance, namely the project file index one pager and the project SharePoint site.
• With the supervision of the PMU 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 Chemonics’ standard operating procedures.
• Promote best practices in accordance with Generally Accepted Recordkeeping Principles (GARP) among project teams
• Foster and demonstrate a workplace inclusive of creating opportunity, serving others, building trust, innovation, and exceeding expectations.
• Perform other duties and responsibilities as required.**

Deliverables:

The archivist will prepare the following documents:

• · A project master file index project template that integrates project office and home 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 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.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. The qualifications listed below are representative of the required knowledge, skills, and/or abilities needed to perform the principal duties.

• Demonstrated experience with data entry, filing, labeling, packaging, retrieving, and preserving records.
• Experience working with International Shipping Companies such as DHL or their contemporaries and with USAID projects 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.
• Fluency in English is 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.

Working Conditions

This is a short-term assignment for the duration of three (3) months

Supervision

The Archivist will report to the Senior Manager, Office Operations, or designee during the activity.