Data Clerk

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.