Organization: IRC – International Rescue Committee
Location: Monrovia
Grade: Mid level – Mid level
Occupational Groups:
Library Science
Documentation and Information Management
Managerial positions
Closing Date:
Requisition ID: req52022
Job Title: Document Review and Archiving Manager
Sector: Finance
Employment Category: Fixed Term
Employment Type: Full-Time
Open to Expatriates: No
Location: Monrovia, Liberia
Work Arrangement: In-person
Job Description
Over the past 80 years, the International Rescue Committee (IRC) has developed unparalleled expertise in responding to emergencies and helping uprooted communities to rebuild. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster.
The International Rescue Committee Liberia office is part of the IRC global network, which has its headquarters in New York. The IRC is on the ground in more than 30 countries, providing emergency relief, relocating refugees and rebuilding lives in the wake of disaster.
The IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and, most crucially, accountability to those we serve. The IRC is a tireless advocate for the most vulnerable.
Job overview
The Document Review and Archiving Manager will play a crucial part in ensuring the accuracy, completeness compliance and proper archiving of all records of IRC Liberia Country Office. The responsibility involves reviewing and validating financial and operation documents, both physical and digital archiving processes.
Main responsibilities
The Document Review and Archiving Manager plays a crucial role in ensuring the effective management of, document review and validation, physical and digital archiving, and accessibility of organizational record.
He/ She will work closely across all functions Finance, HR, Grants& Partnership, Supply Chain, Program and M& E to ensure key documentation is, reviewed, verified and digitally & hardcopy archived in systematic and structured manner that is fit for purpose.
Create a comprehensive inventory of all records to ensure essential records and files is both digitally and in hard copy archived.
Thoroughly review financial and operation documents, validate the accuracy and completeness of information within the box file.
Oversee the scanning and digitization process, this involves verifying and validating files, converting file and records documents into electronic formats, and uploaded in Box.
Ensure that each file contains relevant and appropriate records, including the required supporting documents are in the file.
Perform verification and validation exercises of all transactions to ensure that all documents processed were reviewed and approved by staff with appropriate authority.
Oversee and implement both electronic and physical record management systems to ensure effective archiving of all records are in place.
Ensure the quality of scanned files and documents, proper file naming conventions, and accurate filing standard are in place and adhered.
Ensure physically scanning documentation, storing and naming all the digital files to allow non experts to understand and navigate the contents.
Ensure all scanned files and records organized as per Record Retention SOP logical folder structure. Proper labelling and link are followed for easy access and retrieval.
Develop, monitor and regularly update the archiving process with the file tracker.
Coordinate with supply chain and couriers to ensure records are securely shipped to IRC iHUB.
Create detailed documentation for each shipment, including lists of items, condition reports.
Ensure all unnecessary records and files are destroyed appropriately.
Provide clear guidance and support to two assistants. Foster a positive work environment, delegate tasks effectively, and offer ongoing feedback and mentorship.
Other duties assigned by supervisors.
Key working relationships
Direct report: Hardcopy archive assistant, Digital archive assistant
Internal contacts: Finance Manager, HR Manager, Grants & Partnership Coordinator, M&E Coordinator, Supply chain and IT officer.
Qualifications
Bachelor’s degree in management or accounting /finance from recognized College/Institutions
Experience with a minimum 5-year track record in accounting and management background.
Experience operating scanning hardware.
Previous experience in auditing, record management, digital archiving, and information management experience is an added advantage.
Experience in working in an online knowledge management system (e.g. Box, Dropbox, Google Drive) or accounting software would be ideal.
Ability to guide and support team members, foster a positive work environment, delegate tasks effectively, and provide regular feedback and mentorship.
Effective communication skills, both written and verbal, able to explain the requirements and obtain buy-in from relevant staff.
Resilience, record of performance in high-pressure work environments.
Innovative thinker able to problem solve and achieve outcomes with clear direction but requiring minimal daily supervision.