Archivist at Alliance for International Medical Action (ALIMA)

Abuja

Alliance for International Medical Action (ALIMA) is an international medical humanitarian organization founded in 2009. We provide quality healthcare to the most vulnerable populations in emergency situations across sub-Saharan Africa. ALIMA operates through partnerships with local NGOs and emphasizes proximity, innovation, and collaboration.

We are recruiting to fill the position below:

Job Title: Archivist

Location:  Abuja (FCT)
Employment Type: Full-time
Department: Logistics
Level: 4
Reports to: Supply Manager
Working Hours: 40 hours per week

Position Purpose

  • The Archivist ensures the effective control, organization, digitization, storage, and security of all mission-wide administrative and accounting records.
  • Working under the supervision of the Supply Manager, the Archivist is responsible for ensuring that documents are properly archived, easily accessible, audit-ready, and aligned with ALIMA’s established procedures and donor expectations.
  • The Archivist evaluates and researches documents to determine their importance and long-term value, supports audit preparation, and strengthens record-keeping practices across departments. A confidentiality agreement will be signed upon onboarding.
  • This position will work closely with Supply Chain, Finance, Logistics, Medical, and other departments to bring archiving practices to full compliance (100%) and improve overall documentation management across the mission.

Special Considerations:

  • The Archivist is strictly bound by confidentiality regarding all administrative, financial, and sensitive documents accessed during their duties. Discretion and adherence to ALIMA’s security procedures are mandatory.
  • This job profile may evolve based on operational needs. Additional tasks may be assigned by the supervisor in line with the position.

Key Objectives

  • Ensure proper archiving, filing, digitization, and secure storage of all Supply Chain and accounting documents in line with ALIMA standards.
  • Collaborate with Finance, Logistics, and Medical teams to align archives using checklists and required procedures.
  • Improve acquisition, preservation, categorization, and access to both physical and digital records.
  • Create well-structured research files for procurement and payment documentation in line with audit expectations.
  • Train and support staff on archiving methodologies to ensure sustainability after the end of the contract.
  • Establish and implement an archiving procedure consistent with supply chain workflows and payment processing plans.

Main Responsibilities

  • Archiving & Documentation Management
    • Evaluate and prioritize records for preservation, conservation, and long-term storage.
    • Organize, catalogue, and maintain all mission documentation in accordance with ALIMA standards.
    • Digitize and securely archive documents using approved formats and systems.
    • Maintain and regularly update the archive database to ensure accuracy and accessibility.
  • Audit Preparedness
    • Prepare research files and document trails for procurement and payment processes.
    • Ensure archived documents meet donor and audit requirements.
    • Support teams in responding to audit queries by ensuring proper record retrieval.
  • Capacity Building
    • Conduct training sessions for relevant staff on archiving procedures and best practices.
    • Develop simple tools, checklists, and awareness materials to support sustainable document management.
  • Coordination & Compliance
    • Participate in supply chain meetings and contribute to continuous improvement efforts.
    • Ensure strict confidentiality and adherence to security protocols for sensitive administrative and financial information.
    • Collaborate with cross-functional teams to support alignment of archiving activities across the mission.

Requirements & Skills

  • Education & Experience
    • Candidates should possess a Bachelor’s Degree or an HND qualification with at least 2 years of relevant work experience.
    • Proven experience as an Archivist or in a similar records-management role.
    • Knowledge of document types and their historical or administrative value.
    • Experience in researching, categorizing, and determining the significance of records.
    • Relevant training or certification in archiving, records management, or library science is an advantage.
  • Technical & Professional Skills
    • Strong understanding of archiving principles and best practices.
    • Ability to organize, classify, and preserve large volumes of documents.
    • Experience using archive databases or record-keeping systems.
    • Excellent attention to detail and analytical skills.
    • Strong interpersonal skills, with the ability to work under pressure and meet deadlines.

Application Closing Date
25th November, 2025.

How to Apply
Interested and qualified candidates should:

Go to Archivist at Alliance for International Medical Action (ALIMA) to Apply