*Job vacancy Archivist & Finance Assistant Needed at Tefon Human Resources*

PRIMARY ACCOUNTABILITIES

• • Evaluates records for preservation and retention some may be fragile and need careful handling, repair or conservation.
  • Arranges for the acquisition and retrieval of records.
  • Prepares record-keeping systems and procedures for archival research and for the retention or destruction of records.
  • Catalogs collections and manages information and records.
  • Responds to inquiries from archive users.
  • Advises users on how best to access, use and interpret archives, often through internal training courses.
  • Facilitates remote access by maintaining user-friendly, computer aided search systems.
  • Produces teaching materials.
  • Advises on ways of protecting and preserving archives.
  • Advises on the ongoing organization and storage of material in to encourage organizations to plan for the future.
  • Prepare and journalize month-end amortization sheets for prepaid Insurance and rent as well as other month-end entries.

• Register and submit all foreign and local invoices into Proactis, review invoices for cost, quantity, legitimacy or duplication and recalculate WHT on service invoices.
• Handle period end account reconciliation for some selected local and foreign vendors.
• Accuracy in preparing the log sheet and entering the payment into the system, examine material invoices with POs & Receiving Reports for correct quantities and amounts
• Register and submit all foreign and local invoices into Proactis, review invoices for cost, quantity, legitimacy or duplication and recalculate WHT on service invoices.
• Ensure service invoices have accurate rates (as per contract), right approvals and pay within the due date.

HSSE Accountabilities

• Participate in all HSSE intervention schemes (APIPP. Incident reporting, site visits) and awareness sessions (HSSE Meetings, events and trainings) to maintain and improve Company HSSE culture and performance.
• Understand the emergency procedure and the related requirements. Lead as a role model to improve HSSE engagement within direct team, section, and department.
• The incumbent may perform other related duties as assigned

Key Challenges

• Imperative need to ensure adequate organization of the archive room.
• Analyze and identify innovative ways to improve and preserve archiving records
• Deliver results within tight deadlines.
• Ability to Manage electronic documents.
• Ability to multitask, maintain credibility and regulate archive access. Ability to handle invoices of different currencies
• Timely payment of invoices.
• Avoiding duplicate payments
• Ensuring that rates and quantities on invoices concur with POs, contracts and GRN.
• Providing accurate account analysis. Maintaining good relationships with vendors.

Competence & Requirements

• A bachelor’s degree in Archiving and Library Science or in any management or administrative discipline.
• A Minimum of two years of experience in Finance and Accounting, with knowledge on the interpretation of Finance law
• Good computer skills.
• Good knowledge on administrative tasks.
• Good knowledge of Microsoft office pack (Word, Excel, PowerPoint). • Good memory, fast thinking and good problem-solving techniques. Leadership skills.
• Good presentation, writing and communication skills.
• Strong interpersonal skills, which are required to develop many and varied interfaces and to engender trust, credibility and respect that are essential for the successful performance of the job.
• Motivated objective driven person.
• Provide clear advice to all stakeholders.
• Demonstrate personal effectiveness.
• Good knowledge of Financial Accounting
• Knowledge of Sun Systems will be an added advantage.
• Good understanding of the tax law\\\