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PURPOSE OF THE ROLE
The Digital Archive Manager will play a crucial part in supporting the entire IRC Country Office. By ensuring the completeness of all program related records, the compliance with donor regulations, and the efficiency of internal archiving processes, this role will allow IRC teams to focus on clients’ needs and reinforce trusted relationship with our donors.
KEY WORKING RELATIONSHIPS
Finance Coordinators, Senior Supply Chain Coordinator, Senior P&C Coordinator, Senior Grants Coordinator, Senior Partnership Manager, Compliance Coordinator, Senior IT Coordinator, Technical Coordinators.
KEY ACCOUNTABILITIES
The Digital Archive Manager will work closely across all functions in the IRC Nigeria to ensure key documentations supporting the compliance and eligibility of expenditure for key institutional donors is digitally archived and structured in a manner that is fit for purpose. This will entail:
- Understanding donor requirements for a variety of expenditure categories.
- Understanding and where required adapting the global document scanning policy.
- Understanding current documentation practices (both physical and digital).
- Scoping out the backlog of documentation that has not yet been digitally archived for relevant projects.
- Where required setting up a digital folder structure for relevant projects.
- Physically scanning documentation, storing and naming all the digital files to allow non experts to understand and navigate the contents.
- Guiding users on how best to access, use and interpret archived documents.
- Conducting field visits as necessary and training the staff to conduct regular and proper scanning for the field offices’ documents.
Archivist TOR
- Developing of SOP on Digital Archiving and harmonizing the archiving system with relevant functions
- Handing over ownership of Digital Archiving to functions in a manner that ensures continuity.
PERSON SPECIFICATION
Skills Knowledge and Qualifications
- Possession of a professional diploma or university degree is mandatory
- Ability to work in English
- Capacity to understand relevant policies and critically assess which aspects may need to be adapted to the country context.
- Skilled communicator, able to explain the requirements and obtain buy-in from relevant staff.
Experience
- Experience working in an online document and knowledge management system (e.g. Box, Dropbox, Google Drive) would be ideal.
- Proficiency in IT applications such as MS Office is required.
- Previous project management experience particularly in document or knowledge management, is preferred.
- Familiarity with operating scanning hardware
- Previous experience in archiving department is desirable.
- Experience working with NGOs is advantageous.
- Minimum of 3-4 years of progressively responsible professional experience in digital archiving and knowledge management systems