Documentation Assistant

Job Description

Position Summary

The purpose for Documentation Assistant is to implement the overall CARE International Security Documentation Policy. This position will be responsible for maintenance of CARE Yemen documents. The Documentation Assistant will be responsible for storage, Indexing and retrieval of documents, maintain the integrity of working documents and update documentation when revised. The Documentation Assistant will maintain systems for document storage and retrieval, responsible for document security.

Documentation, Filling and reporting

• Ensures maintenance of Electronic Filing system focusing on achievement of the following results:
• Organize files and documents with a view to maintaining the office filing system in accordance with the CI Security Documentation and CARE’s Electronic filing system.
• Open new subject files as required and dispose of old files in accordance with the established retention schedule.
• Maintain the office archive, making sure files are properly stored and easily accessible; safe keeping of documents.
• Establish and maintain a records system of file movement within the office; maintenance of the office circulation and reading files.
• Ensure document security in archiving.
• Implement the CI policy on document security in high risk areas – Yemen
• As per the CI policy and CARE USA, on a monthly basis ensure that the policy is executed in a timely manner:  Here are the tasks as per the CI policy on document security

Key supporting documentation would be:

• Financial records – payments, vouchers, invoices, acquittals; rental agreements etc.
• Payroll – including timesheets, personnel files
• Asset registers
• Procurement documentation -all bids (and supporting documents)
• Partner agreements
• Activity and Training records
• Beneficiary selection processes
• Distribution records
• Insurance documents
• Monitoring reports
• Final reports
• Bank Statements
• Partner reports

Coordinate in Financial Audits

In Coordination with the CI Security Documentation Unit:

• Coordinate the overall CO audits (not donor audits and reporting): CARE USA Financial Statement Audit, CARE USA USG Single Audit, represent finance in the process of such audits;
• Retrieve the audit samples as requested by the auditors
• Communicate sample documents for these audits to all concerned units in the CO; review and make sure that they fulfil the documentations requirements; assist Finance Controller in the sharing of these documents to the Auditors for remote audits.
• Liaise with Internal Auditor Department for follow up and timely closing of audit action items.
• Provide administrative support
• Conduct field visits to undertake supportive supervisions on financial documentation,
• Ensure a clean and efficient working area, as well as a co-operative and supportive working environment
• Provide Arabic-English translations as requested/ or based on the donor requirement
• Perform other duties and special assignment as needed
• Carry out other duties as requested by the CI Security Documentation Officer and / or Finance Controller.
• Support other members of the finance team to conduct their dutires during there absence (leave, sick leave, travel etc)

Qualification & Experience:

• Bachelor’s degree, required; preferable in Communication or related field
• 1-year job related experience
• Must be detail-oriented and able to work with a high volume of documents in a fast-paced environment;
• Knowledge of Microsoft Office including advanced expertise in Excel;
• Highly organized and process-oriented
• Must have excellent oral and written communications skills to interact with all levels of an organization,
• Excellent listening skills, and be able to handle multiple requests while detailing document activity.
• Ability to maintain customer focus while handling multiple priorities
• Ability to quickly learn new systems, processes and procedures and adapt local practices to global standards
• Proficiency in Microsoft Office and financial software applications
• Comply with all relevant CARE policies and procedures with respect to child protection, workplace environment, employee code of conduct and all other related subjects. 

Important Note:

Please do not apply unless you meet minimum application requirements, otherwise, you will not be considered. Only short-listed candidates will be contacted. The only way to apply for a position with CARE is through the application system link that starts with careyemis.org/Apply that is shared in the advert of YemenHR.com or the formal newspaper. Furthermore, any recruitment or hiring correspondences would be through CARE official email addresses as in this example: firstname.lastname@care.org 

No Fee:

CARE DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING).