About this People and Culture Assistant (Archivist) - part-time role at International Rescue Committee
The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.
JOB OVERVIEW
This position may be based in Kyiv. P&C Assistant (Archivist) will support the P&C department by handling archiving, scanning, filing, and other routine administrative and paperwork tasks. Maintaining and managing HR archives (both paper and digital).
KEY RESPONSIBILITIES
P&C Assistant (Archivist) will work closely with all P&C team members in all offices to ensure timely documentation and archiving processes.
Document Management:
- Create the archiving system in the P&C department. Prepare and update instructions on archiving electronic documents and hard copies.
- Archive project documents related to HR under the donor requirements.
- Coordinate collection and provision of HR documents during audits.
- Physically scan documents, store both paper and electronic copies, ensuring completeness and accuracy of documents.
- Print and monitor signatures on personnel documents and distribute them across all offices.
Document Delivery Assistance:
- Assist with the delivery and receipt of documents and small parcels, ensuring timely and accurate service.
- Maintain confidentiality when working with documents and parcels.
- Update trackers for all delivery and receipt requests to ensure reliable accounting and tracking.
JOB REQUIREMENTS
Education: Bachelor's degree or equivalent
Experience:
- Experience in document management.
- Experience with office equipment.
- Experience with Microsoft tools; knowledge of Box is a plus.
Demonstrated Skills and Competencies:
- Ability to work in both Ukrainian and English.
- Understanding of relevant policies and procedures.
- Attention to detail.
- Ability to perform routine and repetitive tasks.
- Ability to multitask.
- Quick learning and flexibility.
REPORTING STRUCTURE AND TEAM COLLABORATION
P&C Assistant (Archivist) will work closely with all P&C team members, and will also liaise with the Finance department, the Supply team, including Procurement and Administration departments.
WORK ENVIRONMENT AND OTHER RELEVANT INFORMATION
- This role requires full-time work in the office or hybrid
- Exempt from overtime
- Work in the matrix organization
- The organization cares about staff and provides flexible working options (start early-finish early, start later-finish later, remote work)
IRC employees are eligible to the following benefits:
- Competitive salary
- Purposeful job and development opportunities
- English classes and unlimited online training courses
- Life Insurance
- Medical insurance for staff and family members
- Free psychological support to employees and their family members
- 30 calendar days of annual vacation with flexibility beyond the legally set minimum requirements
- Up to 10 days of paid medical leave
Professional Standards: All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.