Location: Baku, Azerbaijan
Job Type: Full-time

Purpose of the Position:

• To ensure the receipt, organization, preservation, and timely use of archive documents, as well as the effective management and coordination of document flow.

Responsibilities

• 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.

Requirements:

• 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.

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