Job Purpose

To support the IFRC Finance & Administration team in digitizing, organizing and maintaining physical and electronic records in line with IFRC records management and retention requirements.

Responsibilities or duties

• Prepare, scan, index and upload physical files using the approved IFRC filing structure and naming conventions.
• Maintain accurate physical and digital archive inventories and tracking registers.
• Conduct 100% first-level quality checks to ensure scanned files are complete, legible, correctly named and properly indexed.
• Ensure clear traceability between physical files and their corresponding digital records.
• Identify records due for disposal in accordance with the Records Retention Schedule and support the approved disposal process.
• Retrieve, track and return physical files requested by authorized Finance, Administration or audit users.
• Maintain confidentiality and security of IFRC records, particularly financial and personnel information.
• Provide regular progress updates on files scanned, indexed, uploaded and quality checked.
• Support the Admin Officer and Accounting Officer with archive-related activities as required.

Duties applicable to all staff.

• Work actively towards the achievement of IFRC’s goals.
• Abide by and work in accordance with the Red Cross and Red Crescent principles.
• Perform any other work-related duties and responsibilities that may be assigned by the line manager.

Qualifications or requirements 

Education

Diploma/Degree in Administration, Records Management, Information Management or a related field. Required.

Knowledge, Skills and Languages

• Good computer skills, including Microsoft Office. Required.
• Strong attention to detail, accuracy, organization and confidentiality. Required.
• Demonstrated core proficiency in (a) digital communication & collaboration, (b) basic digital content creation, (c) digital safety & security, (d) data literacy, and (e) problem solving with technology (including responsible use of AI assistants. Required.
• Understanding of and commitment to IFRC’s mission and values. Required.

Competencies, Values and Comments

Values: Respect for diversity; Integrity; Professionalism; Accountability.

Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust.

Experience needed

Experience

At least one year of relevant experience in filing, records management, administration or data entry. Required.

Experience in scanning, electronic filing or SharePoint is an advantage. Preferred.

• Prepare, scan, index and upload physical files using the approved IFRC filing structure and naming conventions.
• Maintain accurate physical and digital archive inventories and tracking registers.
• Conduct 100% first-level quality checks to ensure scanned files are complete, legible, correctly named and properly indexed.
• Ensure clear traceability between physical files and their corresponding digital records.
• Identify records due for disposal in accordance with the Records Retention Schedule and support the approved disposal process.
• Retrieve, track and return physical files requested by authorized Finance, Administration or audit users.
• Maintain confidentiality and security of IFRC records, particularly financial and personnel information.
• Provide regular progress updates on files scanned, indexed, uploaded and quality checked.
• Support the Admin Officer and Accounting Officer with archive-related activities as required.
• Work actively towards the achievement of IFRC’s goals.
• Abide by and work in accordance with the Red Cross and Red Crescent principles.
• Perform any other work-related duties and responsibilities that may be assigned by the line manager.

• Good computer skills, including Microsoft Office.
• Strong attention to detail, accuracy, organization and confidentiality.
• Demonstrated core proficiency in (a) digital communication & collaboration, (b) basic digital content creation, (c) digital safety & security, (d) data literacy, and (e) problem solving with technology (including responsible use of AI assistants.
• Understanding of and commitment to IFRC’s mission and values.

• Diploma/Degree in Administration, Records Management, Information Management or a related field.
• At least one year of relevant experience in filing, records management, administration or data entry.
• Experience in scanning, electronic filing or SharePoint is an advantage.