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.