DescriptionVacancy AnnouncementJob titleCentral Archives Coordinator (X5)Work LocationKonoDepartmentStrategic Health Information System (SHIS)Reports toCentral Archives OfficerLine ManagementNoRequisition Number4605Duration of ContractTwelve (12) Months with possibility of extensionApplication StatusInternal & External AdvertOrganization ProfilePartners In Health (PIH) is an international health organization relentlessly committed to improving the health of the poor and marginalized. PIH partners with local governments to build local capacity and works closely with impoverished communities to deliver high-quality health care, address the root causes of illness, train providers, advance research, and advocate for global policy change.Our delivered services in the field are based in our partnership with the Governments and Ministries of Health and the support to education, training and mentorship to Health care workers and students is one of our pillars for the Health care system strengthening.PIH currently has implementation programs in Haiti, Rwanda, Lesotho, Liberia, Malawi, Peru, Mexico, Russia, Sierra Leone and Navajo Nation. Through our partnership with Harvard Medical School and the Brigham and Women’s Hospital, we support a wide range of programs in dozens of other countries around the world.Our Work In Sierra Leone:PartnersInHealth (PIH) began supporting the government of Sierra Leone in response to the Ebola epidemic in October 2014. Recognizing the large need for continued investments in the health system after Ebola, PIH is committed to long-term health system strengthening in support of the Ministry of Health and Sanitation (MOHS), guided by the same principles as our emergency response and our work around the world: public sector accompaniment, integrated and comprehensive services, social justice, nimbleness and flexibility, partnership, community ownership, and evidence-based interventions. In the aftermath of the epidemic, PIH is committed to supporting the delivery of comprehensive health services in Sierra Leone, from the community level to the health center and to referral hospitals.Position OverviewThe Central Archives Coordinator (CAC) will work under the direct supervision of the Central Archives Officer. The role will involve the classification, declassification, and reclassification of all patient charts, as well as supporting the day-to-day implementation of the Electronic Medical Records (EMR) system, including data entry.He/she will ensure that all routine tasks are conducted in alignment with established Standard Operating Procedures (SOPs) for both archiving and EMR processes. Additionally, the CAC will be accountable for the proper maintenance and archiving of patient records, and for the consistent and accurate use of the EMR system in accordance with the defined system flow.Essential Duties and Responsibilities:Routine capturing of the data into the Electronic Medical Records (EMR) system.Provide EMR system use support to other EMR system usersDaily shelves organization for facilitating patients’ chart access and retrievalUnder the supervision of the central archive officer, central archive coordinators, will participate on a regular basis in all the activities aiming at maintaining the medical records in good shape, the effective flow of the records to and from the different services, as well as optimal storage conditions at the archives space for the preservation of the patient’s medical charts.Complete the daily medical records transaction logOn demand participation in annual medical records quality audit.Maintains established medical record files in accordance with SHIS policies and procedures along with national and international standards.Complete any other tasks relevant to the position and the medical records administration.Prevention of Sexual Exploitation, Abuse and HarassmentPartners In Health Sierra Leone is dedicated to preventing unwantedbehaviorin the workplace, including sexual harassment, exploitation, abuse, financial misconduct, and ensuring the welfare of those we serve. We expect all staff, consultants, contractors, vendors, and volunteers to uphold these values as outlined in our code of conduct.The successful candidate will receive appropriate training and must adhere to theorganization’ssafeguarding policies. Employment offers are contingent upon satisfactory references and screening checks, which may include criminal records and terrorism finance checks.As a participant in the Inter Agency Misconduct Disclosure Scheme, we request information from previous employers about any instances of sexual exploitation, abuse, or harassment. Additionally, Partners In Health Sierra Leone will share records of such misconduct with other agencies upon staff departure, ensuring transparency and accountability. By applying, candidates acknowledge and agree to these recruitment procedures.Education and Work Experience RequirementsAcademic qualificationCertificate required in Library Science, IT, Information Management,Archival Studies,Records Management, or any related field (Diploma a plus)Technical skillsProven data entry skills into various Management Information SystemsGood verbal and written communication skillsProven archiving skills and experienceProven understanding of archiving systemsGood computer literacy and skills to scan, organize and access electronic health records.Proven understanding of the use of an EMR systems (a plus)Experience organizing and maintaining bothphysical and digital records/archives (a plus)Behavioral CompetenciesProfessional – resourceful problem-solver, adapts well to changing priorities and demands, able to work well with ambiguityInterpersonal skills – able to communicate effectively, active listener, highly collaborative, and provides constructive feedbackDetail oriented – strong attention to detail and commitment to getting it right, delivering polished, high-quality deliverables with minimal oversightEthical – Demonstrated alignment with and commitment to the health information professionals’ code of ethics; data and information governance policies along with a natural passion for strengthening strategic health information system in Sierra Leone.Demonstrated passion for strengthening the health system in Sierra Leone and belief in giving a preferential option to the poorCommitment to understanding and advocating for PIH’s mission, strategy and approach to addressing health issues in settings of poverty.Social JusticeWe are a global health and social justice organization that responds to the moral imperative to provide high-quality health care globally to those who need it most. We strive to ease suffering by placing patients at the center of all care, bringing the benefits of modern medicine to all.Method of applicationInterested candidates are required to apply through our website:www.pih.org/employment.In your application, please ensure to include names, addresses, email addresses and telephone numbers of three (3)referees not later than 12:00pm GMT (Midnight) onWednesday,November 5th2025.
