Document Archiving Assistant

Job Posting Organization:
VSO (Voluntary Service Overseas) is the world’s leading international non-governmental organization that works through volunteers to create a fair world for everyone. Established to address global inequalities, VSO has mobilized over 7,700 dedicated individuals from across the globe in the year 2022/23 alone, who have contributed their skills and time to support nearly 11 million people across 35 countries. The organization focuses on empowering those who are marginalized, including individuals living in extreme poverty, those with disabilities, and those facing discrimination due to gender, sexuality, or social status. VSO believes in the agency of these individuals, viewing them not as passive recipients of aid but as active participants in their own transformation, driving sustainable, locally-led change.

Job Overview:
The Document Archiving Assistant will play a crucial role in the document archiving process within VSO. This position involves ensuring that all relevant documents are properly assessed and digitized, while also overseeing the secure destruction of unnecessary documents within a specified 30-day period. The role is essential for maintaining the integrity and accessibility of VSO's documentation, which supports the organization's mission of creating a fair world for everyone. The ideal candidate will be responsible for implementing efficient archiving practices, ensuring compliance with organizational standards, and contributing to the overall effectiveness of VSO's operations.

Duties and Responsibilities:

• Assess and categorize all incoming documents to determine their relevance for archiving.
• Digitize relevant documents using appropriate technology and software, ensuring high-quality digital copies are created.
• Implement a systematic approach to document storage and retrieval, making sure that all archived documents are easily accessible when needed.
• Securely destroy unnecessary documents in compliance with VSO's policies and legal requirements within a 30-day timeframe.
• Maintain accurate records of all documents archived and destroyed, providing regular updates to management.
• Collaborate with other team members to improve archiving processes and share best practices.
• Ensure that all archiving activities align with VSO's mission and values, promoting transparency and accountability.

Required Qualifications:

• Strong organizational skills with attention to detail.
• Proficiency in document management systems and archiving software.
• Understanding of data protection and confidentiality principles.
• Ability to work independently and manage time effectively to meet deadlines.
• Strong communication skills, both written and verbal, to interact with team members and stakeholders.
• A proactive approach to problem-solving and process improvement.

Educational Background:
A minimum of a high school diploma is required, with preference given to candidates who have completed further education in information management, library sciences, or a related field. Relevant certifications in document management or archiving will be considered an asset.

Experience:
Candidates should have at least 1-2 years of experience in document management, archiving, or a related field. Experience working in a non-profit or international organization is highly desirable, as it demonstrates an understanding of the unique challenges and requirements of such environments.

Languages:
Fluency in English is mandatory, as it is the primary language of communication within VSO. Knowledge of local languages spoken in Zambia would be advantageous, as it may facilitate better communication with local communities and stakeholders.

Additional Notes:
This position is a full-time role, with specific details regarding salary and contract length not specified in the job posting. The application closing date is set for June 11, 2025, with interviews scheduled for June 13, 2025, and a start date of June 30, 202

• VSO promotes equal opportunities and values a diverse workforce, encouraging applications from individuals of all backgrounds. Additionally, all volunteers receive an allowance paid in local currency, which is intended to cover reasonable living expenses in the country, although it may not be sufficient for sending money home. Accommodation provided may vary and is typically basic, reflecting the organization's work with some of the poorest communities globally.