Data Entry Operator at Medecins Sans Frontieres (MSF)

Main Purpose

The Data Entry Operator is responsible for entering data into various government online application platforms in accordance with MSF protocols. The role requires a high level of confidentiality, attention to detail, accuracy, and data integrity.

Key Accountabilities

• Enter data (e.g., product data, required application documents) into various government online platforms regularly and according to MSF protocols.
• Participate in data compilation and reporting.
• Update files and maintain the filing system.
• Make regular back-ups of all processed data in both soft and hard copies.
• Report any issues concerning data management to the supervisor.
• Elaborate statistical reports when required by the supervisor.
• Ensure, promote, and maintain confidentiality, accuracy, and data integrity regarding all handled information.
• Ensure timely and accurate application of PPB import/export permits via the KenTrade platform, including pre-approval and post-approval details.
• Support the Customs and Transport Manager with Pro 1B tax exemption applications in the Itifaki system following Import Declaration Form approval.
• Update and share the permit and cargo follow-up tool with the pharmacist and transport manager.
• Download and share weekly/monthly temperature readings with the pharmacist for validation, filing records per GSDP.
• Update GSDP-related documents, including quality follow-up files (alerts, recalls) and CAPA follow-up files.
• File job cards, delivery notes, temperature/cleaning records, and other GSDP documents neatly in hard and soft copies.
• Ensure the integrity, accuracy, and tidiness of the filing system and Quality Management System (QMS).
• Support continuous follow-up on changes in Kenyan authorities’ requirements for medical item importation through active surveys.
• Support any other data entry-related assignments as needed.

Requirements

Education

• Diploma in Business, Data Analytics, IT, or a related field.

Experience

• At least two (2) years of experience in data entry, records management, or quality documentation.

Knowledge & Skills

• Technical: Strong computer literacy (MS Word and Excel) and general IT skills.
• Systems: Ability to learn and use regulatory systems (e.g., KenTrade, iTifaki).
• Standards: Knowledge of Quality Systems and Good Storage and Distribution Practices (GSDP).
• Attributes: High attention to detail, accuracy, and data integrity.

Languages & Competencies

• Languages: Fluent in English and Kiswahili.
• Competencies: Results-oriented, teamwork, commitment, flexibility, and service-minded.