World Vision International

Filing Assistant

Job Description


For Somali Nationals Only

World Vision is an International Relief and Development organization, whose goal is to achieve long-lasting benefits in the quality of life for vulnerable children and their families, displaced persons and communities. World Vision Somalia Program wishes to invite applications from highly competent dynamic, self-driven and results oriented Somali Nationals to fill the following vacancies to be based in Dollow Office.

Filing Assistant

The position holder will implement day-to-day Clerical duties to support smooth, efficient Finance records Management function. Undertake timely Scanning of Finance documents, Labelling &Filing, Retrieving for Audit and Despatch to HO as required. Implement Auditable filing as per WV Standards and any other administrative duty on a regular basis.

Major Responsibilities:

Ensure effective and Efficient Finance Records Management function:

  • Timely Scanning of Finance documents CVU,JVUs and DVUs;

  • Receive, log all incoming documents in the Ledger book.

  • Maintain a well-organized filing and documentation system;

  • Follow up PAYEEs for acknowledgement of payments/receipts;

  • File Labelling and dispatch to Nairobi

  • Run errands on behalf of FSS Manager/ Finance/Administrative Officer;

Ensure accountable tracking of Finance Documents

  • Create and Open Files for key documents such as Timesheets/LDRs, Meeting/Training Attendances etc

  • Support Audit in retrieving and sharing required documents both at Field and to Nairobi

  • Maintain document tracking tools

  • Perform any other duties as may be assigned from time to time

Administrative Responsibilities;

  • Support in organizing meetings as and when required with LA.

  • Work with WV Driver for Airport drop off or dispatch of Finance Parcels.

  • Monitor Inventory of Files, Staples, paper clips etc and report shortages

Ensure WV Documents Conform to completeness standards and maintain confidentiality.

  • Check the documents for completeness before scanning.

  • Review all the scanned documents with Finance Officer, label them correctly and follow up with ICT team for Back up process on a monthly basis.

  • Follow Policy dictations for confidentiality and safeguard of data information at all times.

Qualifications: Education/Knowledge/Technical Skills and Experience

  • Certificate in Records Management, Business Administration or a related

  • Good Knowledge of MS Office and familiar using office equipment such as Photocopier and scanners.

  • Should have experience and familiarity with various filing systems.

  • A minimum of 1 year working experience in administrative roles.

  • Experience working in humanitarian sector will be added advantage

  • Must demonstrate good organizational skills, detail oriented with good communication skills both verbal and written.

Working Environment / Conditions:

  • Work environment: Office-based with frequent travel to the field