Finance Archive Officer

About the Job

The Finance Archive Officer is responsible for organizing, securing, reconciling, and maintaining all financial documents, transaction records, audit trails, and accounting vouchers. The role ensures that financial documentation—including Delivery Orders (DOs), Goods Receiving Notes (GRNs), invoices, bank statements, tax documents, and payroll records—is systematically cataloged, compliant with statutory retention requirements, and easily retrievable for internal and external audits, financial reviews, and daily accounting reconciliations.

1. Key Responsibilities & Duties

• Financial Document Control & Indexing:
• • Receive, verify, and systematically sort all incoming accounting vouchers, payment receipts, petty cash documents, bank reconciliation reports, sales invoices, and inventory movement records.
  • Index and cross-reference financial files with ERP/accounting software transaction numbers (e.g., matching physical Delivery Orders and GRNs with financial ledger entries) to ensure complete audit trails.
• Audit Support & Financial Verification:
• • Support internal and external audit processes by efficiently retrieving historical financial transactions, supporting invoices, tax filings, and disbursement approvals upon request.
  • Coordinate with finance and inventory teams to trace discrepancies, missing documents, or variance reports (such as depot stock-to-cash reconciliations).
• Secure Storage & Confidentiality:
• • Maintain strict physical and digital security over sensitive financial records, payroll summaries, tax documents, and banking information in compliance with corporate governance policies.
  • Enforce strict check-in and check-out logs for any physical financial document borrowed by the Finance, Internal Audit, or Legal departments.
• Document Retention & Compliance:
• • Implement the company's financial document retention policy in alignment with Ethiopian tax laws, commercial code regulations, and accounting standards (IFRS compliance requirements).
  • Identify expired financial records eligible for archiving, transfer, or authorized secure disposal, ensuring proper management sign-off before destruction.
• Inventory & Reporting:
• • Maintain an up-to-date master register of all archived financial boxes, ledgers, and digital folders.
  • Submit periodic status reports to the Finance Manager regarding archive capacity, outstanding missing documents, and compliance tracking.