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File Clerk (Short-Term Personnel)

30 September, 2022

Thank you for your interest in joining Investing in Women (IW).

Since April 2016, we have been trialing innovative ways to tackle one of the most critical economic and social issues of our time: gender inequality. An initiative of the Australian government, we partner with businesses in the Philippines, Vietnam, Myanmar and Indonesia to influence workplace equality; with impact investors to expand women’s access to capital; and with a wide range of partners to change harmful social norms and gender stereotypes.

Our mission—to catalyse inclusive economic growth through increasing women’s economic opportunities in South East Asia—is at the heart of everything we do.

If you are interested in joining our small, dynamic team and applying your skills, experience and passion to this mission, we want to hear from you.

 

Investing in Women 

Investing in Women (IW) is a multi-country Australian Government initiative in Southeast Asia that seeks to improve women’s economic participation as employees and as entrepreneurs and influence the enabling environment to promote Women’s Economic Empowerment (WEE). It commenced in April 2016 with operations in the Philippines, Indonesia, Vietnam and Myanmar and is due to run through to June 2023.  It is managed out of the Gender Equality Branch (GEB) of the Department of Foreign Affairs and Trade (DFAT) in Canberra. The Program is supporting the following outcomes:

  • More businesses achieve improved gender equality in their workplaces
  • Intentional impact investments in women’s small and medium enterprises (WSMEs) increase
  • Positive shifts in gender norms related to workplace gender equality

For more information, see www.investinginwomen.asia

About the Opportunity

Position Summary

By the end of the IW Program on 30 June 2023, program files will be handed over to Abt Associates.  To ensure completeness of program documentation, and an efficient file location and retrieval system after the Program, a File Clerk will be engaged to provide administrative support to meeting record management objectives.

Based on specific filing management and security guidelines, the File Clerk will review documents, identify and eliminate redundancies to existing files, check and correct placement of previously filed documents, scan documents and upload digital files in respective folders, discard and properly dispose of unnecessary documents based on agreed disposal methods, and secure the privacy and confidentiality of documents and information.

Working under the direct supervision of the Senior Finance Officer, the File Clerk will work 50% of the time with Finance and 50% with Human Resources and Office Services (HROS).

Finance

  • Scan all finance-related documents (Invoices, Official Receipts, etc) and save in the Finance common folder following the prescribed naming convention.
  • File original copies of financial records, payment vouchers and supporting documents. Review and check the completeness of existing filed documents (hard copies).
  • Label folders and file and documents in chronological order.
  • Provide support to the disposal of records in compliance with records management policy.
  • Perform other relevant tasks as required.

HROS

  • Acquire familiarity with HROS filing system, guidelines, and nature/type of essential documents.
  • Review hard copies of HROS documents against existing digital copies in the system.
  • Identify redundancies.  If any, dispose of the hard copies using safe and agreed disposal methods.  If there are no redundancies and if hard copies are considered essential, scan the documents and upload digital copies in their proper folders.
  • Check with the Senior HROS Manager (SHROSM) in case of questions or uncertainty on whether files are essential or to be disposed of.
  • Take note of any mis-filed documents and bring to the attention of Senior HROSM for necessary guidance.

Deliverables

  • A catalogue of all original documents filed.
  • A catalogue of documents saved in each folder.

 

Contract: Part-time (4 days a week) up to a maximum of 50 days from October 2022  up to January 2023.

Location of Work: Will attend office at Investing in Women, Makati City, Philippines.

 

About You

We are seeking an individual who meets the following key selection criteria.

  • At least 2 years of relevant experience in record management
  • Undergraduates are welcome to apply.  A Bachelor’s degree in a relevant field will be an advantage.

 

How to Apply

We are an equal opportunity employer and encourage applications from experienced and capable women.

Please submit your application online and upload your: 1) CV and 2) a cover letter attaching a document that describes how you meet each of the above job requirement.

 

Application close:  16 October 2022, 11:59 PM, Sunday

 

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About Us

Abt Associates a mission-driven, global leader with a proven track record in complex program implementation in the international development sector. We offer bold solutions and technical excellence in Health, Economic Growth, Governance, Research & Evaluation, Environment & Energy, Gender Equality & Social Inclusion. Working with our many partners, we have driven measurable social impact for more than 55 years, to achieve our mission of improving the quality of life and economic well-being of people worldwide. We operate in remote and challenging environments and employ more than 3,700 staff in over 50 countries. For more information about us and what we do, visit our website at www.abtassociates.com

Equity

Abt Associates values individuality and celebrates difference with a strong commitment to diversity, equality, racial equity and inclusion. We encourage applications from diverse backgrounds and perspectives, skills and knowledge, so that we can be collectively stronger and have sustained global impact.

Safeguarding

We are deeply committed to safeguarding, to protect and prevent harm and abuse to individuals we work for and who work for us. Our recruitment and selection procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation. We will not tolerate discrimination, harassment, child abuse, sexual abuse or exploitation in any form, and expect everyone to be treated with respect and dignity.


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