Finance Archiviste Intern

Site Save the children

Finance Archivist Intern, WCA Regional Office

Team/programme: Finance

Grade: (please leave this blank)

Location: Dakar, Senegal

Contract length: 3 Months

Safeguarding:

Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting the country programs; or because they are responsible for implementing the police checking/vetting process staff.

Female candidates are strongly encouraged to apply.

Role purpose: The West and Central Africa (WCA) Region has a Regional Office (RO) in Dakar. The primary role of the Regional Office is to support the nine Country Offices across the region, while also running some regional programmes. There are two RO Finance Officers; between them, they arrange payments, accounting, month-end procedures, oversee petty cash management, and carry out general finance procedures.

Scope of role

Reports to: LÔ Papa Mouhamadou

  • Staff reporting to this post: N/A
  • Dimensions: The Regional Office has an annual budget of around $10m and around 100 staff, based mainly in Dakar and in countries in WCA
  • Annual gross salary range: Offer will be based on experience, availability of funds, and internal equity.

Key areas of accountability

The Finance Archivist Intern has responsibility to support with the archiving (physical and electronic) of all financial documents and provide Occasional support on cash register and bank management.

Archiving

  • Collect and control existing physical and electronic archives within Finance.
  • Maintain filing of monthly accounting vouchers, journals, spreadsheets, and other finance documents.
  • The Intern will be responsible for assisting the Finance Team of the Regional Office in archiving, documentation management, and archives management.
  • The Intern will also be responsible for the verification, codification, classification, and search of documents and all other activities concerning the management of archives and documentation.
  • Including electronic filing of Rental Agreements, Consultancy Agreements, and any other type of parts to be filed and archived.
  • Physical/electronic archiving and classification of the documentation present and not yet archived.
  • Inventory and codify the content of archived documents by developing research or codification instruments to facilitate physical and electronic archiving.
  • Preserve and protect archived documents for dissemination in due course.

Financial Assistance

  • Maintain accurate and complete paper records of all financial documents; deposit bank transfer letters at the bank and check withdrawals; Update the bank log on a daily basis with payments.
  • Support on demand, petty cash management, financial transaction accounting, registration in Agresso, and all related tasks or other responsibilities required by his supervisor.

Audit

  • Find and organize documents for statutory, internal, and donor audits.
  • Liaise with auditors over queries, audit procedures, etc.
  • Ensure that all finance documents are scanned and saved on SharePoint.

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Behaviours (Values in Practice)

Accountability:

  • holds self-accountable for making decisions, managing resources efficiently, and achieving and role modeling Save the Children values.
  • holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance, and
  • applying appropriate consequences when results are not achieved.

Ambition:

  • sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development, and encourages their team to do the same
  • widely shares their personal vision for Save the Children, engages and motivates others
    future-orientated, thinks strategically and on a global scale.

Collaboration:

  • builds and maintains effective relationships, with their team, colleagues, Members and external partners, and supporters.
  • values diversity sees it as a source of competitive strength.
  • approachable, a good listener, and easy to talk to.

Creativity:

  • develops and encourages new and innovative solutions.
  • willing to take disciplined risks.

Integrity:

honest, encourages openness and transparency; and demonstrates the highest levels of integrity.

Qualifications

An undergraduate or graduate degree in documentation or equivalent, librarianship or archival science (with experience in finance and accounting); Computer Science.

Experience and skills

  • Experience in administrative archiving from 0 to 6 months is mandatory.
  • Fluency in spoken and written French; English is an asset.
  • Knowledge of computer tools (word, excel, database, SharePoint, network, internet, outlook, etc… any other important software in the framework of the work of NGOs).
  • Be available and motivated to work with Save the Children.
  • Be able to work in project mode and be professional.
  • Ability to manage stress and to work under difficult conditions.
  • Organizational skills, teamwork skills, empathy, and flexibility.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Safeguarding our Staff

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Closing date : 21 June 2024.

Pour postuler, veuillez cliquer sur ce lien : www.savethechildren.net.

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