Specialist in Clerical Work and Archive - FCHAIN

Your job is to ensure the receipt, organization, preservation, and timely use of archive documents, as well as
the effective management and coordination of document flow.

Your role

• Receiving files and packages from the Head Office and branches in accordance with the relevant
procedures, checking them, and accepting based on a handover-acceptance act.
• When necessary, organizing accepted files and packages in chronological order on shelves;
grouping documents by date and relevance, placing them in folders, and preparing their registry.
• Converting some archive documents into electronic format (scanned copies) and sending them via
the electronic system to the requesting structural unit and/or responsible person.
• Maintaining an electronic registry of the handover-acceptance acts for received documents.
• Separating documents whose retention period has expired and preparing the relevant act regarding
their status.
• Ensuring the temporary handover of paper documents stored in the archive to requesting persons
upon the request of management or other authorized individuals.
• Managing clerical work and supervising document circulation, including:
• Systematizing document flow, receiving incoming documents, registering them, delivering them to
the relevant department, and ensuring their response.
• Controlling the execution of documents and archiving them according to established procedures.
• Checking and numbering contracts prepared.
• Properly drafting documents and correspondence.
• Managing administrative and operational tasks such as handling calls and material-technical
supply.
• Copying, duplicating, and scanning (electronic copying) documents.
• Performing other duties stipulated by legal acts related to clerical work.
• Controlling internal office inventory circulation (handover-takeover of inventory with incoming
and outgoing employees).
• Receiving documents requiring management’s signature, submitting them for signing, recording
after signing, and forwarding them to the relevant structural units.
• Organizing courier and postal delivery services (handling internal office, citywide, and
international mail and document circulation).
• Receiving, processing, and responding to archive requests (applications).
• Performing other tasks assigned by management.

What are we looking for

• Higher education.
• At least 2 years of experience in the relevant field.
• Proficient in MS Office and 1C software.
• Ability to use office equipment.
• Disciplined and responsible towards.
• Fluent Azerbaijani, English and Russian.

What do we offer

We are open to considering individualized offers based on the candidate’s experience, qualifications, and skills.