Records and Archives Clerk | Addis Ababa

Internal /External Vacancy Announcement

The Ethiopian Red Cross Society (ERCS) wants to recruit employees in the following vacant positions of Records and Archives Clerk the details of which are mentioned below.

About the Ethiopian Red Cross Society

The Ethiopian Red Cross Society (ERCS) was established in 1935 and is one of the oldest and largest humanitarian organizations in Ethiopia. ERCS provides services to communities affected by natural and manmade disasters through the provision of emergency responses, ambulance and first aid, family reunification, essential drugs, water and sanitation, and other humanitarian services. ERCS also runs disaster risk reduction programs with the aim of creating resilience households and communities. Currently the ERCS has a structure consisting of 15 Regional Offices, Zonal Branches and District/Woreda Branches, Woreda Red Cross Committee and Kebele Red Cross committees.

ERCS also runs disaster risk reduction programs relating to food security, climate change adaptation, livelihood diversification, and institutional capacity building interventions, with the aim of creating resilience households and communities. ERCS works in partnership with the Ethiopian Government, International Federation of the Red Cross and Red Crescent (IFRC), International Committee of the Red Cross (ICRC), partnering National Societies, members, volunteers and the communities we serve.

1. Details of the vacant position

Job Title: Records and Archives Clerk

Work Unit: Human Resource and Capacity Building Division

• Reports to: Human Resource and Capacity Building Division
• Terms of employment: contract for six month
• Place of Work: Addis Ababa
• Salary: 8,276.00

II Job Summary

Under the general supervision of the Human Resource and Capacity Building Manager, the records and archives clerk gives assistant to the officer in the activities of the Society’s records and archives of the Society; Provide help to the officer in filing system; follows up outgoing and incoming documents or letters on a separate registering logbook, depicting the content, address and other important details; ensure proper process is in place with respect to all incoming mails are delivered and outgoing ones dispatched to their appropriate destinations promptly; transmits letters received to the concerned work units or individuals; performs the overall archives clerical activities.

Key performance area

• Give assistant in handling the activities of the Society’s records and archives of the Society;
• Identifies and sorts out the incoming correspondences are properly dated, referenced, signed and sealed before confirming delivery;
• Keeps the process of all incoming mails are delivered and outgoing ones are dispatched to their appropriate destinations promptly;
• Ensures that all outgoing correspondences are dated, numbered, properly referenced, addressed, signed and sealed before dispatching;
• Keeps custody of official seals or stamps of the Society; Follows up and ensures the timely delivery of outgoing letters and documents;
• Registers outgoing and incoming documents or letters on a separate registry depicting the content, address and other important details;
• Ensure the file arrangement system and the documents remain legible and readily identifiable; Identifies and sorts out special documents and files to keep confidentially and carefully;
• Transmits letters received to the concerned work units or individuals after proper registration and recording;
• Ascertains that copy of outgoing letters are kept and properly filed; Provides access to files upon confirmation of front desk manager

Qualification Requirements:

• College diploma/TVET level IV in Records Management, Office Management, Management Information System and related field of study
• 4 years related work experience.