The Alliance for International Medical Action (ALIMA) is an international medical organization, founded in 2009. ALIMA’s aim is to provide a high standard of healthcare in situations of emergency or medical disaster and to improve the practice of humanitarian medicine by developing innovative projects associated with medical research. The specific feature of the association is to base its operating methods mainly on partnership with national medical players. By pooling and capitalizing on their skills, ALIMA and its partners give as many people as possible access to a high standard of treatment.

Since its creation, the association and its partners have successfully developed in line with the increase in humanitarian medical needs, especially in Western and Central Africa: 580,000 patients treated in 2014 including over 25,000 hospitalizations, new governance between the partners of the medical NGO platform in the Sahel, new innovative approaches and operational research projects. ALIMA also responded to the Ebola emergency by opening a 40-bed Ebola treatment centre in Guinea. With operations in eight countries, 15 projects, over 1,200 employees and a budget of €19.5 million, ALIMA is a dynamic NGO, effectively deploying medical aid for the most vulnerable.Position Purpose

The Archivist ensures the effective control, organization, digitization, storage, and security of all mission-wide administrative and accounting records.
Working under the supervision of the Supply Manager, the Archivist is responsible for ensuring that documents are properly archived, easily accessible, audit-ready, and aligned with ALIMA’s established procedures and donor expectations.
The Archivist evaluates and researches documents to determine their importance and long-term value, supports audit preparation, and strengthens record-keeping practices across departments. A confidentiality agreement will be signed upon onboarding.
This position will work closely with Supply Chain, Finance, Logistics, Medical, and other departments to bring archiving practices to full compliance (100%) and improve overall documentation management across the mission.

Special Considerations:

The Archivist is strictly bound by confidentiality regarding all administrative, financial, and sensitive documents accessed during their duties. Discretion and adherence to ALIMA’s security procedures are mandatory.
This job profile may evolve based on operational needs. Additional tasks may be assigned by the supervisor in line with the position.

Key Objectives

Ensure proper archiving, filing, digitization, and secure storage of all Supply Chain and accounting documents in line with ALIMA standards.
Collaborate with Finance, Logistics, and Medical teams to align archives using checklists and required procedures.
Improve acquisition, preservation, categorization, and access to both physical and digital records.
Create well-structured research files for procurement and payment documentation in line with audit expectations.
Train and support staff on archiving methodologies to ensure sustainability after the end of the contract.
Establish and implement an archiving procedure consistent with supply chain workflows and payment processing plans.

Main Responsibilities

Archiving & Documentation Management

Evaluate and prioritize records for preservation, conservation, and long-term storage.
Organize, catalogue, and maintain all mission documentation in accordance with ALIMA standards.
Digitize and securely archive documents using approved formats and systems.
Maintain and regularly update the archive database to ensure accuracy and accessibility.

Audit Preparedness

Prepare research files and document trails for procurement and payment processes.
Ensure archived documents meet donor and audit requirements.
Support teams in responding to audit queries by ensuring proper record retrieval.

Capacity Building

Conduct training sessions for relevant staff on archiving procedures and best practices.
Develop simple tools, checklists, and awareness materials to support sustainable document management.

Coordination & Compliance

Participate in supply chain meetings and contribute to continuous improvement efforts.
Ensure strict confidentiality and adherence to security protocols for sensitive administrative and financial information.
Collaborate with cross-functional teams to support alignment of archiving activities across the mission.

Requirements & Skills

Education & Experience

Candidates should possess a Bachelor’s Degree or an HND qualification with at least 2 years of relevant work experience.
Proven experience as an Archivist or in a similar records-management role.
Knowledge of document types and their historical or administrative value.
Experience in researching, categorizing, and determining the significance of records.
Relevant training or certification in archiving, records management, or library science is an advantage.

Technical & Professional Skills

Strong understanding of archiving principles and best practices.
Ability to organize, classify, and preserve large volumes of documents.
Experience using archive databases or record-keeping systems.
Excellent attention to detail and analytical skills.
Strong interpersonal skills, with the ability to work under pressure and meet deadlines.

Written by

9jabook

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The Alliance for International Medical Action (ALIMA) is an international medical organization, founded in 2009. ALIMA’s aim is to provide a high standard of healthcare in situations of emergency or medical disaster and to improve the practice of humanitarian medicine by developing innovative projects associated with medical research. The specific feature of the association is to base its operating methods mainly on partnership with national medical players. By pooling and capitalizing on their skills, ALIMA and its partners give as many people as possible access to a high standard of treatment.

Since its creation, the association and its partners have successfully developed in line with the increase in humanitarian medical needs, especially in Western and Central Africa: 580,000 patients treated in 2014 including over 25,000 hospitalizations, new governance between the partners of the medical NGO platform in the Sahel, new innovative approaches and operational research projects. ALIMA also responded to the Ebola emergency by opening a 40-bed Ebola treatment centre in Guinea. With operations in eight countries, 15 projects, over 1,200 employees and a budget of €19.5 million, ALIMA is a dynamic NGO, effectively deploying medical aid for the most vulnerable.Position Purpose

The Archivist ensures the effective control, organization, digitization, storage, and security of all mission-wide administrative and accounting records.
Working under the supervision of the Supply Manager, the Archivist is responsible for ensuring that documents are properly archived, easily accessible, audit-ready, and aligned with ALIMA’s established procedures and donor expectations.
The Archivist evaluates and researches documents to determine their importance and long-term value, supports audit preparation, and strengthens record-keeping practices across departments. A confidentiality agreement will be signed upon onboarding.
This position will work closely with Supply Chain, Finance, Logistics, Medical, and other departments to bring archiving practices to full compliance (100%) and improve overall documentation management across the mission.

Special Considerations:

The Archivist is strictly bound by confidentiality regarding all administrative, financial, and sensitive documents accessed during their duties. Discretion and adherence to ALIMA’s security procedures are mandatory.
This job profile may evolve based on operational needs. Additional tasks may be assigned by the supervisor in line with the position.

Key Objectives

Ensure proper archiving, filing, digitization, and secure storage of all Supply Chain and accounting documents in line with ALIMA standards.
Collaborate with Finance, Logistics, and Medical teams to align archives using checklists and required procedures.
Improve acquisition, preservation, categorization, and access to both physical and digital records.
Create well-structured research files for procurement and payment documentation in line with audit expectations.
Train and support staff on archiving methodologies to ensure sustainability after the end of the contract.
Establish and implement an archiving procedure consistent with supply chain workflows and payment processing plans.

Main Responsibilities

Archiving & Documentation Management

Evaluate and prioritize records for preservation, conservation, and long-term storage.
Organize, catalogue, and maintain all mission documentation in accordance with ALIMA standards.
Digitize and securely archive documents using approved formats and systems.
Maintain and regularly update the archive database to ensure accuracy and accessibility.

Audit Preparedness

Prepare research files and document trails for procurement and payment processes.
Ensure archived documents meet donor and audit requirements.
Support teams in responding to audit queries by ensuring proper record retrieval.

Capacity Building

Conduct training sessions for relevant staff on archiving procedures and best practices.
Develop simple tools, checklists, and awareness materials to support sustainable document management.

Coordination & Compliance

Participate in supply chain meetings and contribute to continuous improvement efforts.
Ensure strict confidentiality and adherence to security protocols for sensitive administrative and financial information.
Collaborate with cross-functional teams to support alignment of archiving activities across the mission.

Requirements & Skills

Education & Experience

Candidates should possess a Bachelor’s Degree or an HND qualification with at least 2 years of relevant work experience.
Proven experience as an Archivist or in a similar records-management role.
Knowledge of document types and their historical or administrative value.
Experience in researching, categorizing, and determining the significance of records.
Relevant training or certification in archiving, records management, or library science is an advantage.

Technical & Professional Skills

Strong understanding of archiving principles and best practices.
Ability to organize, classify, and preserve large volumes of documents.
Experience using archive databases or record-keeping systems.
Excellent attention to detail and analytical skills.
Strong interpersonal skills, with the ability to work under pressure and meet deadlines.

Written by

9jabook

Join to follow writers