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Filing Clerk

1.00 to 10.00 Years   Amman, Jordan   09 Nov, 2021
ACTED-Jordanie Regional
1 Jobs Openings
Job LocationAmman, Jordan
EducationNot Mentioned
Salary$500 - $1,000
IndustryNon-profit Organization; Administration Support Services; Translation & Document Processing
Functional AreaNot Mentioned

Job Description

Job PurposeA Clerk at the Partnership Unit organizes activity-related documents of ACTED implementing partners such as Individual Service Contracts, MoUs, Beneficiary Handover Documents, BoQs, the scope of work, and any other related program documents, ensure all required documents are available, conducts basic checks, and files these in relevant files (soft copies and hard copies). A Clerk retrieves information on request and returns records to the correct locations. The Clerk will be responsible for program files of 1,500+ beneficiaries.ObjectivesThe Clerk at the Partnership Unit will have an essential role in maintaining records and their archiving of a variety of complex documents. The Clerk will carry out secretarial functions to support program and logistics activity-related procedures, which will facilitate timely payments in coordination with the finance department.Duties and Responsibilities?

  • Collecting documentation from internal and external sources.
  • Assessing, organizing, and coding server documents for all activities/beneficiaries.
  • Creating and updating files, and filing documentation inappropriate files (soft and hard copies)
  • Conduct basic checks of information presented in documents
  • Update regularly tracker of missing information/documents
  • Retrieving records on request and forwarding these to relevant parties
  • Follow a filing system to make updating and retrieving files easier
  • Follow policies and confidentiality dictations to safeguard data and information
  • Update files in the archive on a regular basis and ensure the accuracy of data.
  • Responsible for scanning and uploading all needed documents to the server and to the archiving system.
  • Provide the audit department with all documents requested to conduct audits and collect them back.
  • Receive shipped documents and file them in soft and hard copies
**Any other related task related to project implementation/logistics assigned by line manager or head of the department.Key Performance Indicators
  • % of finalized tracker reports and submitted in a timely manner;
  • % of the time between receipt of a document and validation (or rejection) of the delivery (includes quality checks on documents)
  • % of completeness of scanned documents on a monthly basis
  • % of the correctness of the named scanned vouchers

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