Archivist at the Alliance for International Medical Action (ALIMA) in Katsina

Core tasks

The Archivist will oversee and preserve the company's records and archives in Katsina workspace, making sure precise submitting, retrieval, and preservation of documents, both physical and digital, in accordance with established ALIMA standardized processes, SOP and Regulatory framework in three different department which are Human resources/Administrator, Finance and logistics. The zones of Logistics Assist/Archivist will offer managerial and business assist to the Stock Manager and the Logistics team, making sure the smooth functioning of stock chain initiatives. The Archivist will primarily help in archiving, recordkeeping, and preserving an structured submitting system for stock-associated documents, which includes uploading files to the lead. The Archivist will also assist other logistics duty as necessary.

Duties - Logistics:

• Archiving, Recordkeeping, and Digital Management in both soft and hard wares.
• Preserve a neat and structured submitting system (both physical and digital) for all stock-associated documents launching from 1st January 2024, which includes IR’s, RFQ’s, Grid evaluation, buy orders, bills, dispatch notes, and supplier agreements. Stock chain standardized processes of ALIMA to be well respected and submitted application during the archiving process as well project resource control’s standardized processes to be well executed in close partnership with the purpose ICT manager.
• Upload and arrange digital copies of all stock-associated documents to the appointed lead, making sure proper labelling and folder framework.
• Ensure proper labelling, sorting, and archiving of documents in accordance with ALIMA’s guidelines.
• Retrieve and distribute archived documents (both physical and digital) upon demand by the Stock Manager or other team members.

Managerial Logistics Assist:

Project setup and processing of stock chain documents, which includes Requests for Quotations (RFQs), Buy Orders (POs), and Goods Receiving Notes (GRNs). Assist the Stock Manager in tracking and updating procurement records, which includes IR numbers and supplier information and the base logistician on the project resource control and the general stock methods. Assist preserve an current reach out list of suppliers, which includes price lists and market survey data.

General Logistics Assist:

• Help in preserving tidiness and cleanliness in the supply chain and logistics workspace.
• Assist the team in carrying out market surveys and updating supplier databases.
• Execute any other duty as allocated by the Stock Manager or Logistics Manager.

Status updates:

Distribute on a weekly basis status reports and every month documentation based on the provided key focuses and duty which are finished in addition to duty on advancement.

Qualifications

• Certification / Academic qualification in Business Management/ IT
• 2 years’ expertise in Similar role, Management/ Data governance. 
• Computer competencies, good expertise and use of google resources, Excel spreadsheet software, word and DB.