Digital Archive Manager

Job description:

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.
Minimum Qualifications:
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
Standard of Professional Conduct: IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.

Commitment to Gender, Equality, Diversity and Inclusion: IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. The IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of IRC Persons in any work setting.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Employment Gaps: We welcome applicants with varied career paths and recognize that a gap in employment does not define a candidate’s potential. We value transferrable skills and are committed to investing in the growth and development of our team members. We encourage applicants to highlight any relevant skills or experiences they have acquired, even if they were not gained in a traditional work setting.

Compensation and Benefits: IRC strives to provide externally competitive and internally equitable Compensation and Benefits programs that attracts, motivates, and retains employees that deliver strong performance while demonstrating the IRC Way Standards for Professional Conduct.

Equal Opportunity Employer: IRC is an equal opportunity employer and we value diversity and inclusion. We do not discriminate on the basis of race, nationality, ethnicity or tribe, gender, age, religion, caste, sexual orientation, differently abled, geographic origin, marital status, veteran status and cultural background (or any other characteristic protected by law). We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

Standard of Professional Conduct:The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.

Commitment to Gender, Equality, Diversity, and Inclusion: The IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. The IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of the IRC persons in any work setting. We aim to increase the representation of women, people that are from country and communities we serve, and people who identify as races and ethnicities that are under-represented in global power structures.
Job Type:Full time