World Vision International

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Filing Clerk

Job Description

Position : Filing Clerk

Purpose of position

To ensure that Finance documents are properly stored, backed up for office processes and are made available for audit purposes.

Major Responsibilities

Manual filing

  • Check incoming documents (correspondence, invoices etc.) and make copies before distributing

  • Sort all documents – e.g. alphabetically and according to content, dates, significance etc.

  • Create or update records with new files and information

  • Store all documents in designated places securing the important documents

  • Deal with all requests to access files and keep logs of borrowed documents

  • Ensure files are accessible and that room well organized secure and is well lit.

  • Monitor inventory of files, paper clips etc. and report shortages

Electronic Filing

  • Develop an efficient filing system to make updating and retrieving files easier

  • Follow policies and confidentiality dictations to safeguard data and information

  • Ensure no materials in file are lost.

  • Ensure if files are loaned out that they come back.

  • Enter documents into an electronic system either by data entry or by using optical scanners

Audit Support

  • Availing documents as and when required

  • Conduct file audits in the Zones and Districts

Bank letter processing

  • Bank letter processing for staff on international travel

Knowledge, Skills and Abilities

  • Certificate in Office Administration, Record Management or its equivalent

  • Proven 2 years’ experience in filing and documentation

  • Knowledge of filing systems

  • Very good knowledge of MS Office and office equipment such as photocopier, scanner etc.

  • Excellent organizational skills

  • Great attention to detail

  • Dependable with a respect to confidentiality and policies

  • Good command of English both oral and written

  • Computer skills

  • Experience in People management

  • Knowledge of estate management and guest relations

  • Ability to maintain effective working relationships with all levels of staff