Assistant (Documents Scanning) Verified listing

JOB SUMMARY: Responsible for supporting the scanning and digitization operations of the organization. Works closely with the finance and administration team to ensure the timely and accurate scanning and indexing of documents.

The below tasks and responsibilities are intended to describe the general nature and level of work being performed by persons assigned to this position.

The level of work performed may varies depending on the complexity of country portfolio, as to the number of influencing factors and their interdependencies. Some of the factors affecting complexity may be size of country program (USD value and number of projects), variety of donors, interdependence and interrelations of projects, number of field sites, stakeholders, resources, country context, etc.

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:

MAIN TASKS AND RESPONSIBILITIES

•    Scan and digitize physical financial documents, ensure the quality of scanned documents is adequate, documents are complete, properly scanned, are in the applicable format and are readable. Ensure that scanning is completed timely, follow up on the missing documents
•    Manage and organize documents prior to and after scanning. Files hard copies of documents.
•    Reconcile vouchers for completeness e.g. review and ensure that required documentation such as Requests/Purchase Order/Bid summary and other relevant supporting documents are available, properly filed and scanned
•    Ensure the security and confidentiality of sensitive documents
•    Review invoices and prepares it for payment, prepare receipts vouchers and make sure that the invoices are properly translated into English.
•    Assist in bank dealings/correspondence.
•    Handle queries shared by relevant staff and provide the requested documents in time.
•    Support other team members, as applicable. Provide scanned documents to relevant staff and business units accordingly. Assist in providing supporting documents for internal and external audits and reviews.

Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

•    Typically, a 4-year University degree in Accounting or Business administration. Equivalent combination of relevant education and experience may be substituted as appropriate
•    Knowledge of accounting principles; experience with Generally Accepted Accounting Principles desired.
•    Strong attention to detail, excellent organizational skills
•    Proficiency with MS Word and Excel. Experience in working with computerized accounting systems is a plus
•    Experience in working within a large departmental team.
•    Ability to carry-out responsibilities independently with minimal technical support from within the organization.
•    Can function effectively in a loosely structured work environment and to set appropriate priorities and deal effectively with numerous simultaneous requirements
•    Ability to work in harsh conditions, often in remote areas.
•    Good communication skills; ability to coordinate work with others, work under pressure of tight and conflicting deadlines and handle concurrent activities.
•    Excellent interpersonal skills, including ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnership and working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
•    Can function effectively in a loosely structured work environment and to set appropriate priorities and deal effectively with numerous simultaneous requirements
•    Fluency in English, written and oral is required. Additional ability to read, write and interpret, technical and non-technical in another language may be required according to post position and official country language, such as French and Arabic.