Zambart
Research and Development
to Improve Health for All

JOB OPPORTUNITY

Zambart is an independent Zambian research organization with head office at Ridgeway Campus in Lusaka. Zambart is globally renowned for interdisciplinary research of excellence on HIV and Tuberculosis and has contributed to HIV and TB policy and practice at national and global levels. Zambart’s research portfolio now includes a broader scope of urgent public health issues.

Job Title: Research Governance Office Assistant
Job Type: Full-Time (6 months)
Location: Lusaka

Job Summary
The Research Governance Office Assistant will provide administrative support to the research governance team, ensuring efficient and effective operations. This role involves managing documentation, coordinating meetings, maintaining records, and assisting with compliance and regulatory requirements. The ideal candidate will be highly organized, proactive, and capable of handling multiple tasks with precision, confidentiality, and a strong understanding of research governance processes.

Key Responsibilities

Administrative Support

– Assist in preparing, organizing, and managing research governance documentation, including protocols, consent forms, and regulatory submissions.
– Maintain organized records and databases, ensuring all documents related to research compliance and governance activities are up-to-date and easily accessible.
– Generate accurate and timely invoices for services provided by the department related to research activities.
– Monitor and track payments, following up on outstanding invoices as necessary.
– Work closely with department heads, research coordinators, and finance teams to ensure billing processes are integrated with other departmental activities.
– Coordinate and schedule meetings and trainings, including preparing agendas, taking minutes, and distributing materials.

Compliance Monitoring and Assistance

– Support the compliance team in monitoring research activities to ensure adherence to ethical standards, institutional policies, and regulatory requirements.
– Assist in the preparation and submission of compliance reports to & ethical regulatory authorities.
– Track research project timelines, approvals, and renewals to ensure timely compliance.
– Monitor and track research project timelines, approvals, and renewals to ensure timely compliance.

Filing and Archiving

– Ensure that all records are archived according to regulatory requirements and institutional policies, including maintaining appropriate retention schedules.
– Maintain a detailed log of all documents, files, and archives, including tracking versions, amendments, and document history.
– Respond to requests for document retrieval in a timely manner, ensuring that files are provided to relevant parties as needed.
– Regularly review files and archives to ensure accuracy, completeness, and adherence to governance standards.
– Assist in preparing documentation for audits by ensuring that all required documents are readily accessible and in compliance with regulatory standards.

Perform any other duties as may be assigned by the supervisor.

Qualifications

• Bachelor’s degree in a related field (e.g., Public Health, Public Administration, Business administration or equivalent experience).
• 2 years’ experience and above.
• Strong organizational and time-management skills, with the ability to manage multiple tasks simultaneously.
• Excellent written and verbal communication skills, with the ability to convey complex information clearly and concisely.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with database management.

Desirable Attributes

• Understanding of research governance, ethical standards, and regulatory requirements.
• Ability to work independently and as part of a team, demonstrating a high level of initiative and attention to detail.

Benefits

• Competitive salary and benefits package.
• Professional development opportunities.
• Collaborative and dynamic work environment.
• Opportunity to contribute to impactful research initiatives.

Zambart is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.