Job Overview Coordinate, execute, and maintain the digital document management system for ECHO projects, ensuring that all supporting documents for direct costs, assignment costs, supply chain, and personnel are properly scanned, named, organized, and archived in Box in accordance with donor requirements, IRC standards, and internal and external audit needs. Responsibilities Configure and maintain the folder structure in Box for ECHO projects, using Box Drive for efficient navigation and bulk uploads. Verify periodic completion and correct naming of the folder structure to match current project codes. Update the folder structure when project codes, locations, or fiscal periods change. Receive and archive in Box all transaction support documents for direct costs, organized by project code (D1) and fiscal month. Name each PDF following the Integra transaction reference convention to ensure traceability. Consolidate all documents for a single transaction into one PDF (invoice, purchase order, payment receipt, approvals). Coordinate with Finance to obtain physical supports for timely digitization. Monthly archive printouts of cost-sharing allocation tools, after signatures from the finance manager and country director. Archive all purchase and bidding documents (RFQ/RFP) for the project and verify that each selection file includes bases, received quotes, comparison table, selection minutes, and signed contract. Coordinate with Supply Chain to deliver physical or digital selection files to Box. Ensure supplier transaction supports are also archived in the Direct Project Costs folder, even when the selection file resides in Supply Chain and Personnel. Archive work contracts and salary adjustment letters for ECHO‑funded staff. Manage the monthly timesheet file for ECHO‑funded staff by fiscal month. Archive payroll register, accounting voucher, and payment receipt, clearly numbered and labeled per ECHO guidelines. Archive all lease contracts related to the project (offices, warehouses, vehicles, equipment). Coordinate with HR to deliver contracts, timesheets, and other personnel documentation for digitization and archiving. Perform periodic quality reviews of Box files, checking for missing, incorrectly named, illegible, or misfiled documents. Maintain a master document management tracker for each area (Finance, Supply Chain, HR, Program) with status updates (pending, in process, archived, observed). Issue preventive alerts to responsible areas when documents are missing or close to expiry. Coordinate remediation of audit findings or pre‑audit reviews from Internal Audit or Finance. Act as the focal documentation point for ECHO projects, centralizing receipt, validation, and archiving of supporting documents. Communicate time‑based ECHO filing guidelines, mandatory naming conventions, and delivery deadlines to each area. Support Accounting in preparing documentation for internal and external audits, ensuring Box files are complete. Participate in project follow‑up meetings, reporting document management status and identifying bottlenecks or compliance risks. Qualifications Technical, technologist, or university student in Archival Science, Administration, Accounting, Document Management or related fields. Minimum 1 year of experience in document management, records handling or financial/administrative support. Proficiency with Box or equivalent cloud document platforms (OneDrive, SharePoint, Google Drive). Advanced Excel skills (pivot tables, financial formulas). Strong attention to detail, compliance orientation, teamwork, and initiative. Excellent verbal and written communication, organizational and time‑management skills. Capacity to prioritize multiple tasks in a constantly changing environment. High commitment to IRC values. Preferred Qualifications Clear and concise communication skills. Analytical problem‑solving abilities. Ability to explain technical requirements to non‑financial audiences. Experience working with external teams under different standards. Strong competency in Microsoft Office suite. Proactive change management approach. Work Environment Dynamic work environment with potential geographic movement and program expansion. Professional Standards & Equal‑Opportunity Statement All IRC workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. IRC is an equal‑opportunity employer and evaluates applicants solely on merit, without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or other legally protected characteristics. #J-18808-Ljbffr