DescriptionVacancy AnnouncementJob titleCentral Archives OfficerWork LocationKonoDepartmentStrategic Health Information System (SHIS)Reports toeHealth Implementation ManagerLine ManagementNoRequisition NumberDuration 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 Officer will be responsible and accountable for the day-to-day organization of the central archives at the MCOE. S/he will work closely with the eHealth team to build and to align all medical records workflows with the existing ones and with minimal disruption. The CAO will also work with Health-Statistics/M&E team to create and maintain administrative and technical environments suitable for optimal data confidentiality, patient records privacy and preservation of the physical integrity of the patients’ charts. The CAO will also work closely with clinical directorate to disseminate the medical records workflows and the terms of archives transactions for controlling unintended consequences. He/She will be responsible formanaging a large team of the Central Archives Coordinators managing the MCOE paper files as well as the Electronic Medical Records (EMR) system.Essential Duties and Responsibilities:Effectively supervise the work of the medical records (archives) clerks (archive staff duty roster management, distribution of tasks, etc.)Facilitate day-to-day medical records transactions between central archives and the clinical services under this triad of confidentiality, integrity and availability of patient chartsMaintains established medical record files in accordance with SHIS policies and procedures along with national and international standards.Routinely capture data into the Electronic Medical Records (EMR) systemProvide Electronic Medical Records (EMR) system use support to other EMR system usersDaily shelves organization for facilitating patients’ chart access and retrievalOn demand participation in annual medical records quality audit and complete the daily medical records transaction logWith SHIS leaders, initiate, implement and sustain archiving system including daily charts distribution and retrieval plans.Coordinating with the eHealth Manager the release of medical information to external entities after Chief Medical Officer approvalWork closely with eHealth officers to progressively transform paper-based forms into digital onesPromote the central archives workflow, procedures and policies among internal stakeholders at Koidu Government Hospital (KGH)Train central archives clerks/coordinators on adopted medical records classification system.Train central archives clerks/coordinators on clinical workflow, patient workflow and central archives workflowSupervise and Maintain the issues reporting and the outstanding transactions registersParticipating in the central archives operational work plan.Keep track on the procurement and inventory list and proactively send requestEnsure the availability medical record by routing records to admissions and emergency departments, physicians, and other authorized hospital staff, as per need.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, ensuringtransparency and accountability. By applying, candidates acknowledge and agree to these recruitment proceduresEducation and Work Experience RequirementsAcademic qualificationDiploma required (Bachelor’s degree preferred) in administration or in medical records administration, in archiving systems, or any relevant domains.Technical skillsAt least two years of formal experiences in similar disciplineProficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Teams, SharePoint, etc.)Strong administrative skillsGood personal organizational skills and excellent attention to detailProven 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 povertySocial 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.
