Administration Assistant – Digital Records (Temporary)

About the role

The Administration Assistant will work closely with the Administration Officer at the IFRC Regional Office to support the digital archiving and record‑management transformation. This temporary position focuses on converting physical files into a secure, searchable electronic archive while ensuring compliance with IFRC retention policies.

Key responsibilities

• Prepare, scan, index and upload physical files using the approved IFRC filing structure and naming conventions.
• Maintain accurate physical and digital archive inventories and tracking registers.
• Perform first‑level quality checks to confirm that scanned files are complete, legible, correctly named and properly indexed.
• Ensure clear traceability between physical files and their corresponding digital records.
• Identify records due for disposal according to the Records Retention Schedule and support the approved disposal process.
• Retrieve, track and return physical files requested by authorized Finance, Administration or audit users.
• Maintain confidentiality and security of IFRC records, especially financial and personnel information.
• Provide regular progress updates on scanning, indexing, uploading and quality‑checking activities.
• Assist the Admin Officer and Accounting Officer with archive‑related tasks as needed.

Required profile

• Attention to detail and ability to follow strict filing and naming conventions.
• Understanding of record‑management principles and retention schedules.
• Commitment to confidentiality and data security.
• Ability to work independently and meet defined quality standards.

Required skills

What we offer

• Opportunity to contribute to the digital transformation of a leading humanitarian organization.
• Experience working within an international, mission‑driven environment.