Archive Coordinator

June 4, 2024

Job Overview

  • Date Posted
    June 4, 2024
  • Expiration date
    June 17, 2024
  • Experience
    3 Years
  • Gender
  • Qualification
    Bachelor Degree
  • Organization
    Partners in Health
  • Required Languages
    English, Krio

Job Description


                  Vacancy Announcement

Job title:    Archive Coordinator X 5
Work Location: Kono
Department: Archive Coordinator
Reports to:  Central Archives Officer
Line Management  No
Requisition #
Duration of Contract Twelve (12) Months, with opportunity for renewal
Application Status External Advert
Organisation Profile 
Partners 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:

Partners In Health (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 Overview
The Archive Coordinator will work under the direct supervision of the Central Archive Officer (CAO). S/he will be responsible for the registration of new and returning patients using the Electronic Medical Records (EMR) system at Koidu Government Hospital (KGH) on a daily basis. The Archive Coordinator will also be accountable for maintaining the cleanliness and organization of the room and all devices related to EMR registration at KGH. 
Essential Duties and Responsibilities: 
Register new and returning patients using the EMR at Koidu Government Hospital.

Verify patient registration information and update records with the most current data in the EMR.

Educate patients about the current patient workflows within the hospital, if applicable.

Work with the patient-flow coordinators at KGH to organize the flow for patients waiting for registration.

Under the supervision of the Central Archive Officer, the Archive Coordinator will participate regularly in activities aimed at maintaining medical records in good condition, ensuring the effective flow of records to and from different services, and optimizing storage conditions in the archive space for the preservation of patients’ medical charts.

Participate in annual medical records quality audits as needed.

Maintain established medical record files in accordance with SHIS policies and procedures, as well as national and international standards.

Complete any other tasks relevant to the position and the administration of medical records.•

Prevention of Sexual Exploitation, Abuse and Harassment
At Partners In Health, we are committed to ensuring that those who benefit from our work- including our patients, families and community members – as well as our staff are treated with dignity and respect and protected from sexual exploitation, abuse and sexual harassment. A range of pre-employment checks will be undertaken in conformity with Partners In Health’s PSEAH policy. Partner In Health will request information from applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during emploment, or incidents under investigation when the applicant left employment.  By submitting an application, the job applicant confirms their understanding of these recruitment procedures
Academic Qualification

  • Diploma required

Technical Skills

  • Proven data entry skills
  • Good verbal and written communication skills
  • Proven record management skills and experience
  • Proven understanding of electronic medical records systems
  • Good computer literacy and skills to scan, organize, and access electronic health records

Behavioral Competencies

  • Professional: Resourceful problem-solver, adapts well to changing priorities and demands, able to work well with ambiguity
  • Interpersonal Skills: Able to communicate effectively, active listener, highly collaborative, and provides constructive feedback
  • Detail Oriented: Strong attention to detail and commitment to getting it right, delivering polished, high-quality deliverables with minimal oversight
  • Ethical: 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 systems in Sierra Leone
  • Demonstrated passion for strengthening the health system in Sierra Leone and belief in giving a preferential option to the poor
  • Commitment to understanding and advocating for PIH’s mission, strategy, and approach to addressing health issues in settings of poverty

Top of Form

Social Justice
We 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 application
Interested candidates are required to apply by email to   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) on Wednesday 19th June 2024