Call for Application : Archive Assistants ( 2 positions)

Terms of Reference (ToR)

Background on Save the Children

Save the Children is the leading global independent organisation for children. Save the Children believes every child deserves a future. Around the world, we work every day to give children a healthy start in life, the opportunity to learn and protection from harm. When crisis strikes, and children are most vulnerable, we are always among the first to respond and the last to leave. We ensure children’s unique needs are met and their voices are heard. We deliver lasting results for millions of children, including those hardest to reach.

We do whatever it takes for children – every day and in times of crisis – transforming their lives and the future we share.

Our vision: A world in which every child attains the right to survival, protection, development and participation.

Our mission: To inspire breakthroughs in the way the world treats children, and to achieve immediate and lasting change in their lives.

Our values: Accountability, ambition, collaboration, creativity and integrity.

We are committed to ensuring our resources are used as efficiently as possible, in order to focus them on achieving maximum impact for children.

General information on the project

Objective

Develop and maintain electronic filing and archiving of any paperwork generated by the organization.  

Location

Save the Children Kosova/o ( SCiK) Prishtina Office

Services the Supplier will provide

• Files arrangement in boxes and barcoding as per year of issue.
• Removal of materials such as: file, stapler, folder – done through staff so that no document suffers any change (damage) from its original state.
• Document scanning and indexing.
• Monitoring of scanned documents and post-scan data verification.
• Regular review of archived documents and in line with the organisation retention policies organizing for documents to be shred as necessary.
• Ensuring the Archive are maintained in an organized and tidy manner at all times.
• Ensuring that the Confidentiality Statement within the Agreement for Supply of Services is adhered to at all times in respect of the data and property of the Organization and its partners.
• Ensuring that any confidential information or personal data related to Save the Children Kosova/o and its partners is managed in accordance with Data Privacy regulations as described in SCiK procedures.

Experience and skill set required

• High school diploma.
• Experience of working in an NGO environment or/and printing company.
• A team player with an approachable manner.
• Knowledge and understanding of issues and standards concerning archive care and management.
• Awareness of duties involved in working in a record office/archives environment.
• Good IT skills and proficiency in Microsoft Office applications.
• Good manual handling skills.
• Good communication skills both face to face and in writing.
• Ability to use initiatives, decide upon priorities and organize and manage your time effectively.
• English language proficiency.

Timeline

Estimated Commencement and End Date: June 1^st, 2022 until July 31^st, 2022.

Probation Period

2 weeks

Status updates/reporting

The Service Providers will be reporting directly to HR & Administration Officer and dotted line reporting to Finance Officer.

Payment information 

SCiK will remunerate the service providers on monthly gross fee (from which the income taxes and pension contribution will be withheld and paid, based on Kosovo Law). SCiK will make the payment through bank transfer in bank account upon completion of the monthly tasks and submission of completed timesheet.

The Fees are inclusive of all costs, overheads and expenses, including travel.

How to apply for the services

Interested Candidates are welcome to apply by sending their CV to [email protected] with the subject line: Archive Assistant

The deadline for responses is: May 27^th, 2022 by 12:00PM.