Central Archive Clerk (CAC)

Application ends: July 4, 2022

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Job Description


Job title:                                                Central Archive Clerk (CAC) X2

Work Location:                                       Kono

Department:                                          Strategic Health Information System (SHIS) 

Reports to:                                            Central Archives Officer

Line Management                                  No

Duration of Contract                              Twelve (12) Months with possibility of extension

Application Status                                  External Advert



Organization 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 Central Archives Clerk (CAC) will work under direct supervision of the Central Archives Officer. S/he will classify, de-classify and reclassify all patient charts on a daily basis. The CAC will be accountable for the room cleanliness and the patient charts organization in the shelves.



Essential Duties and Responsibilities:

  • Daily shelves organization for facilitating patients’ chart  access and retrieval
  • Under the supervision of the archivist, aid archivists, 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 patients medical charts. 
  • Complete the daily medical records transaction log
  • On 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 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 employment, 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 

  • Certificate required (Diploma a plus)

Technical skills

  • Proven data entry skills
  • Good verbal and written communication skills
  • Proven archiving skills and experience 
  • Proven understanding of archiving 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 system 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 



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 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) on Monday 4th July 2022