Archiving Volunteer

Period of Performance: 6 months

Level of Effort: The Archiving Volunteer will work according to the deliverables listed below.

Background: The Archiving Volunteer will play a crucial role in our organization by assisting in the archiving of contracts, ensuring that both digital and physical copies are systematically organized and easily retrievable. This role is essential for maintaining our records in compliance with legal and organizational requirements.

Purpose: By diligently archiving contracts in both digital and hard copy formats, this role ensures that our organization can easily reference and retrieve contracts as needed. This contribution is vital for legal compliance, audits, and efficient business operations.

Task Description: Consultant will serve as the Archiving Volunteer of the Contracts Department in the Central Office, Beirut. Specifically, the Archiving Volunteer will complete the following tasks:
Essential Duties & Responsibilities:
1. Contract Archiving:
- Assist in sorting and categorizing contracts according to predetermined criteria.
- Digitally scan hard copies of contracts to create electronic versions.
- Label, date, and store hard copies in an organized manner.
- Maintain an accurate record of archived contracts, including location and accessibility.
2. Data Entry:
- Enter contract details, such as contract date, parties involved, and relevant terms, into a database or spreadsheet.
- Ensure data accuracy and consistency during entry.
3. File Management:
- Organize digital files in a logical and easily searchable manner.
- Maintain file integrity and ensure proper version control.
4. Quality Control:
- Review archived contracts for completeness and accuracy.
- Report any discrepancies or missing information to the supervisor.
5. Confidentiality:
- Handle sensitive and confidential information with discretion and maintain data privacy.

Benefits:
- Gain valuable experience in records management and data entry at a reputable iNGO.
- Exposure to organizational contracting and its legal aspects.
- Opportunity to work with a dedicated team.

Qualifications:

• High school diploma or equivalent
• Attention to detail and strong organizational skills.
• Ability to follow instructions and work independently.
• Proficiency in basic computer applications (e.g., Microsoft Office, file management).
• • Fluent in Arabic and English.
• Previous NGO experience is a plus. Personal interest in humanitarian work. Willing to adhere to office schedule.
• Good communication and teamwork skills.

Deliverables/Due Dates/Payment Schedule:
1. Successfully scan and archive a specified number of hard copies contracts set for each month.
2. Report monthly on progress and any obstacles faced
Working hours: 48 working hours per month in Beirut Central Office
Payment 200 USD/month

Additional days might also be requested to respond to the increased demand. Therefore, the program shows flexibility in the number of working days and/or hours/month where the volunteer coordinates with the senior contracts officer to approve any change and compensate for the missed days/hours when needed after discussion.

Fee Amount: 
Fee amount of 48 hours of work per week in Beirut Central Office is USD200/month. He/She will be paid based on completion and International Medical Corps acceptance of deliverables.

Location of Work: Volunteer will conduct his/her work in Beirut Central Office.