JOB VACANCY
Archiving Assistant – Jakarta, Indonesia
About the organization:
Yayasan Relief Islami Indonesia (YRII) is an independent humanitarian and development organization. YRII, previously Islamic Relief Worldwide in Indonesia as globally with Islamic Relief Worldwide we have been fighting poverty and injustice for 30 years, in a world where more than three billion people still live in poverty
Country Purpose:
Islamic Relief Worldwide in Indonesia has been operating since 2003, and officially became the Yayasan Relief Islami Indonesia in January 2022. The objective of the Yayasan Relief Islami Indonesia program is to contribute to the social welfare of the Indonesian people and to alleviate suffering. The main sector for the programme include:
• Water and Sanitation
• Sustainable livelihood
• Education
• Child Welfare
• Shelter
• Disaster Risk Reduction
• Climate Change
The geographical area: NTB, Aceh, Central Sulawesi, West Sulawesi and Jakarta Province and will be expanded to all regions of Indonesia according to the development of the organization. The implementation of the program is carried out directly by YRII or through cooperation partners.
Yayasan Relief Islami Indonesia is seeking Archiving Assistant based in Jakarta - Indonesia.
Reporting Line:
Post holder would directly report to Senior Logistics and Admin Officer.
Overall Responsibility:
To maintain regularly all documents from program and support team comply with the Archiving Policy
Key Duties and Responsibilities:
· Organize, classify, index, compile and digitizing company documents and records in accordance with the Organization's archiving policy and procedures.
· Manage physical and digital archive storage systems and adjust it with the available storage and along with supervisor to consider future plan for limited storage for both physical and digital archives.
· Assist in the search and retrieval process of required documents.
· Ensure the security, confidentiality and integrity of company records.
· Assist in the process of moving, retailing, and deleting or destroy the records that are no longer needed.
· Assist the supervisor to report updates on the open and closed filing status of each department and provide feedback and suggestions where necessary for system improvement.
· Communicate with other departments and staff to support archiving needs and how to named, stored the physical and digital archived and how to save it accordantly until it sends to country office.
· Along with supervisor to monitor archiving status of active partner and manage the intensive and awareness training on minimum security standards for personal data kept in a digital format along with program file.
· Provide support in maintaining regulatory compliance and company archive policies
Knowledge and Skills:
· Good organizational skills and attention to detail.
· Ability to work with records management systems (such as records management software).
· Good communication skills, both orally and in writing.
· Proficiency in the use of computer hardware and software.
· Understanding of security and compliance principles in records management.
· Ability to work with a team and independently.
Experience:
- Bachelor's degree in any field
- One year experience in the same field (open for fresh graduate)
- Experience in dealing multiple programs and / or office management in National and Sub National level.
Strong interest in development work with respect for confidentiality and commitment to YRII overall aims and objectives, including gender, equality and equal opportunities in all aspects of YRII’s work.
YRII is a faith based-non government organization that respects diversity and inclusiveness. Applicants from diverse religions, gender, race, and physical impairment are encouraged to apply
Accountability:
All YRII team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field project
Safeguarding:
Yayasan Relief Islami Indonesia participates in the inter-Agency Misconduct Scheme to ensure that our operations and programs, staff, representatives, children, young people and people at risk are protected against the risk of harm and abuse. With a zero-tolerance approach YRII is committed to responding appropriately and constructively to any and all information related to safeguarding issues during recruitment process.
How to apply :
Please submit your application by completing the application form through this link:
http://bit.ly/Job_Application_Form_Islamic-Relief_Indonesia
Applications submit directly to Yayasan Relief Islami Indonesia Office will not be considered.
Only short-listed candidates will be contacted.
The deadline for submitting applications : December 8th, 2023
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