Filing Clerk at BroadReach

Purpose of the position

• To ensure optimal filing levels and safeguarding of both procurement and finance documents for the BroadReach’s APACE program records. The incumbent is responsible for ensuring that all supporting documents for procurement and finance are complete, properly stored and safeguarded in the Audit filing system. He/she is expected to store, protect and update all procurement and finance files, as well as ensuring easy access to the files for relevant staff.  

Key Accountabilities 

• Create folders on the audit filing system for storing of supporting documents;
• Sorting of documents according to purchase order numbers;
• Ensure that all supporting documents are stored sequentially in accordance with the predetermined purchase orders;
• Report any missing documents to the relevant staff and follow-up as appropriate;
• Complete the document checklist for every purchase order;
• Maintain a record of all outstanding documents and follow-up with the relevant staff;
• Develop an efficient filing system to make updating and retrieving files easier;
• Follow BRHC policies and confidentiality processes to safeguard data and information;
• Filing of all supporting documents in electronic format;

Qualifications

Essential qualifications  

• Relevant Diploma or Degree

Experience & skills

• At least 1 to 2 years’ proven experience as a file clerk
• Advanced proficiency in MS Office - including Word, Excel, Outlook
• Exceptional written and verbal communications skills
• Excellent organisational skills
• Document management experience
• Negotiations skills
• Organizational structure knowledge
• Dependable with respect to confidentiality and following policies;

Personal qualities & Behavioural competencies

• Excellent organisation skills;
• Be solution focused
• Ability to maintain confidentiality
• Data protection
• Able to connect with staff at all levels
• Great attention to detail
• Communication
• Attention to detail
• Teamwork
• Organized
• Dependable

Capabilities

Winning, Enabling and Delivery of Projects

• Opportunity Development, Capture Management, Proposal Development, Organized, Disciplined, Analytical

People Leadership/Self Leadership

• Selections, Development, Delegation, Example, Self-Confidence, Independently responsible, Curiosity, Change Management

Strategic and Holistic Decision Making

• Governance and legal awareness, Financial acumen, Risk management, Strategic perspective

Relationship Management

• Institutional Representations, Taking the long view, Building common ground, Mutual respect, Responsiveness, Standing for the other, Engagement