Background information about the job or company (e.g., role context, company overview)

The Aga Khan Foundation is a leading global development organisation working to tackle the root causes of poverty. For more than 50 years, we have helped create strong community institutions that support sustainable, locally driven initiatives to improve the lives of millions of people. By combining local knowledge with global best practices, we strive to bring about transformative and long-lasting improvements to quality of life.

Working alongside the agencies of the Aga Khan Development Network and through partnerships with local communities, civil society and business as well as governments and international aid agencies, we are building a future where we all thrive together.

Purpose of the Assignment

The Data Entry Clerk will support accurate transcription of attendance and participation data from workshops, training, meetings and programme work into Excel-based reporting templates for compliance, record keeping and reporting purposes. The assignment will be undertaken on a need basis from time to time, typically on a monthly basis.

Responsibilities or duties

Scope of Work

The Data Entry Clerk will:

• Receive and review physical or scanned attendance sheets and related documentation.
• Accurately enter attendance and participant data into designated Excel templates and tracking tools.
• Verify completeness and accuracy of entered data before submission.
• Support data cleaning and correction of inconsistencies where required.
• Ensure confidentiality and secure handling of participant information and records.
• Liaise with programme staff for clarification on unclear or incomplete records.
• Submit completed and updated datasets within agreed timelines.
• Conduct archiving and proper filing of all the documents once the data entry is complete.

Deliverables

• Accurate and updated Excel attendance databases/templates.
• Clean and verified datasets ready for reporting and compliance use.
• Monthly or periodic submissions of completed data entry assignments as requested.

Duration of Assignment

The assignment will be conducted on a need basis throughout the year, depending on programme activities and reporting requirements. Tasks may arise periodically, typically on a monthly basis.

Reporting Line

The Data Entry Clerk will report to the Monitoring and Compliance Officer and the MERL Coordinator.

Ethical and Safeguarding Standards

The Data Clerks must:

1. Sign AKF’s Safeguarding Statement of Commitment
2. Abide by AKF’s Safeguarding Manual, AKF Code of conduct and ethical research standards.
3. Ensure participant protection, confidentiality, and informed consent.
4. Report any safeguarding concerns immediately.

Qualifications or requirements (e.g., education, skills)

Required Qualifications and Competencies

• Minimum Diploma or Certificate in Business Administration, Information Technology, Statistics, Monitoring & Evaluation, or related field.
• Proven experience in data entry or administrative support work.
• Good knowledge and practical skills in:
  • Microsoft Excel
  • Microsoft Word
  • General data entry and record management
• High level of accuracy and attention to detail.
• Good organizational and time management skills.
• Ability to handle confidential information professionally.
• Strong communication skills and ability to follow instructions.
• Possess a strong understanding of data protection and data confidentiality.

Experience needed

Proven experience in data entry or administrative support work.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

Ideally, the candidate should be based in Mombasa County. Previous experience working with AKFK will be an added advantage.

AKF Is an Equal Opportunity Employer and is Committed to Safeguarding and Promoting the Welfare of Children and Vulnerable Adults and Expects all Staff and Partners to Share this Commitment.

• Receive and review physical or scanned attendance sheets and related documentation.
• Accurately enter attendance and participant data into designated Excel templates and tracking tools.
• Verify completeness and accuracy of entered data before submission.
• Support data cleaning and correction of inconsistencies where required.
• Ensure confidentiality and secure handling of participant information and records.
• Liaise with programme staff for clarification on unclear or incomplete records.
• Submit completed and updated datasets within agreed timelines.
• Conduct archiving and proper filing of all the documents once the data entry is complete.

• Microsoft Excel
• Microsoft Word
• General data entry and record management
• High level of accuracy and attention to detail.
• Good organizational and time management skills.
• Ability to handle confidential information professionally.
• Strong communication skills and ability to follow instructions.
• Possess a strong understanding of data protection and data confidentiality.

• Minimum Diploma or Certificate in Business Administration, Information Technology, Statistics, Monitoring & Evaluation, or related field.
• Proven experience in data entry or administrative support work.