Documents Archiving Specialist (Temporary) at Jhpiego - John Hopkins University

Overview

• Jhpiego Corporation, an affiliate of John Hopkins University, is an international non-profit, non-governmental organization that works to improve the health of women and families throughout the world, Jhpiego is in the process of hiring a Documents Archiving Specialist

Responsibilities

• Maintains proper Organization and Storage of all financial documents ( Vouchers) in the permanent archiving.
• Provide full support to the team in document retention and ensure that access to the organization’s documents is monitored and controlled.
• Retrieves documents /files as requested and ensures timely returns of the vouchers to the archiving room.
• Conduct a Bi-monthly review of vouchers and ensure the documentation meets the organization's required standards and submit exception report to the Director of Finance.
• Work with the Scanning Company to digitalize complete vouchers and other documents every 2 months.
• Coordinate the movement of hard copies of vouchers to the warehouse for permanent archiving.

Required Qualifications

• Bachelor’s Degree in Accounting, Business Administration, or equivalent related qualification
• MBA is highly desired
• Minimum of 3-5 years relevant experience in finance/accounting and administration within an international not-for-profit organization.
• Knowledge of institutional donors (United Nations, USAID/CDC etc.) regulations, procedures and requirements, especially on document retention processes
• Previous experience in a PEPFAR award is highly desired
• Practical understanding and application of donor regulations in large and complex projects is highly desired
• Ability to exercise good judgment in safeguarding confidential or sensitive information and adhere to high standards of confidentiality and honesty.
• Strong negotiation skills
• Adaptable, creative, collaborative and able to think strategically.
• Ability to lead in the face of complexity in a fast-paced and time-sensitive environment.
• Excellent interpersonal communication skills (both oral and written)
• Able to work under pressure, take initiative and manage and prioritize work independently.
• Ability to travel to and work in state in which Jhpiego operates