Job Title: Data Clerk
Responsible for collecting, entering, verifying, and
updating project data, maintaining accurate electronic and physical records,
checking data for errors and inconsistencies, supporting data cleaning and
analysis, preparing routine reports, ensuring confidentiality of sensitive
information, and assisting with data quality checks and documentation. Requires
a relevant Diploma or Certificate in Data Management, Statistics, Information
Technology, or a related field, with experience in data entry, record keeping,
and database management. The position requires on-site work.
Job Description
Provide
accurate, timely and secure data and documentation support for KNEQAS
proficiency testing (PT) panel production and scheme operations. Maintain
traceable production records, support participant enrolment and panel
distribution tracking, verify submitted data, and prepare summaries for
technical review and quality improvement.
Amref
documents support to KNEQAS for HIV/TB EQA panel production and expansion to
additional diagnostic scopes. NPHL operates electronic PT systems, including
HIV viral load and early infant diagnosis modules. The duties below apply to
the schemes assigned by the KNEQAS supervisor.
Key
Responsibilities
Production records and traceability
Enter and
reconcile data from approved PT production worksheets and registers; maintain
links between scheme, round, batch and PT item identifiers.
Record
quantities produced, approved for dispatch, dispatched and remaining from
authorized source records; flag discrepancies to the production team.
File
technical records supplied by laboratory personnel, including quality control
and batch release documentation, and check that required fields and approvals
are present.
Participant and round data
Maintain
verified participant and facility records in the relevant KNEQAS system, using
scheme-specific identifiers and approved enrolment procedures.
Prepare
enrolment lists and round trackers; identify duplicate, incomplete or
inconsistent records and refer queries for resolution.
Panel distribution and inventory data
Prepare
dispatch lists and labels from approved allocation records; reconcile
participant identifiers, PT item codes and quantities before dispatch.
Maintain
dispatch and receipt trackers and document delivery queries, missing items and
replacements authorized by the supervisor.
Update
assigned production consumable and panel inventory records from verified
receipts and issue documents; report shortages or discrepancies.
Results entry and data quality
Enter
authorized paper submissions where required and verify electronic and hardcopy
records for completeness, correct round and participant identifiers, and
consistency with source documents.
Follow up
missing or incomplete submissions through approved channels; maintain a dated
query and correction log.
Preserve
original submissions and the audit trail for corrections; refer technical
discrepancies to the responsible scheme officer.
Reporting and quality improvement
Prepare
validated summaries of production, dispatch, participation, result submission
and outstanding queries for supervisor review.
Compile
approved performance data and track receipt of corrective action documentation;
technical staff retain responsibility for interpretation and closure decisions.
Support
document control, audit preparation and retrieval of scheme records under the
applicable PT provider quality system. The KNEQAS HIV serology charter refers
to ISO/IEC 17043:2023.
Qualifications
Requirements
Diploma
in biological sciences or a relevant course; a bachelor’s degree is an added
advantage.
At least
one year of data management experience in a busy laboratory.
Ability
to use databases, spreadsheets and electronic records; familiarity with KNEQAS
electronic PT systems is desirable.
Knowledge
of data verification, confidentiality, document control and laboratory safety;
PT workflow experience is an added advantage.
Skills and Competencies
Accuracy
and attention to detail; analytical and problem-solving skills; clear oral and
written communication; sound organization and deadline management; teamwork,
flexibility and the ability to work independently with appropriate escalation.
