Project Operations Officer

1. Ethics & Compliance Operational Support (Busara ISERC)

Submission & Protocol Management

• Support the administrative procedures related to Busara ISERC, including the acceptance, verification, and distribution of submitted proposals for review.
• Check protocol completeness against the submission checklist before routing to reviewers.
• Follow up on outstanding documents or clarifications from applicants.
• Log new protocols in the Busara ISERC tracker.
• Send acknowledgment-of-receipt emails to Principal Investigators.
• Maintain version control on protocol documents and amendments.

Reviewer Coordination

• Manage reviewer assignments, and track turnaround against the 7-day / 21-day deadlines, escalating persistent delays to the Manager.
• Send reminder notices for overdue reviews.
• Collate reviewer comments into a single feedback document for the committee.
• Maintain the reviewer roster: contact details, areas of expertise, Conflict of Interest declarations, and appointment letter expiry dates.

Monthly Committee Meetings

• Support the drafting and circulation of meeting agendas.
• Take and format minutes when the ISERC Secretary is on leave.
• Distribute meeting packs (protocols and reviewer feedback) ahead of the sessions.
• Follow up on action items from previous meetings.

Correspondence & Compliance

• Draft approval, conditional approval, and rejection letters for review by the Research Ethics and Compliance Officer ahead of Manager/Chair sign-off.
• Send renewal and continuing-review reminders as approvals near expiry.
• Log protocol deviations, adverse events, and complaints as they arise.
• File signed COI forms, NDAs, and appointment letters.

Financial & Administrative

• Invoice applicants for review fees and track payment status.
• Reconcile honoraria records against meeting attendance.

Records & Reporting

• Keep the master tracker(s) updated: status, dates, assigned reviewers, decisions.
• Produce periodic summary reports for management (submission volumes, approval rates, turnaround times).
• Archive closed protocol files per the retention policy (refer to SOP).
• Support NACOSTI and other regulatory reporting requirements.

2. Research & Advisory Division Support

• Support the planning, coordination, and follow-up of project kick-off, review, and closure meetings, ensuring high-quality documentation and action tracking.
• Provide project management administrative support, including scheduling, reminders, and stakeholder coordination.
• Support improvements to project management systems and processes.
• Monitor and support compliance with knowledge management practices, including correct use of Google Drive and other shared systems.
• Track RA Division subscriptions (e.g., SurveyCTO, Zoom), including renewal timelines and usage coordination.
• Document emerging project development needs to inform project development resources and support structures.

3. Knowledge Management & Project Database Support

• Maintain and regularly update a centralized project database, including completed and closed projects, to support efficient project tracking across key indicators.
• Support the knowledge management strategy, including organizing repositories of past projects and maintaining reference materials for recurring operational questions.
• Ensure project documentation is properly named, stored, and accessible in line with internal standards, in coordination with relevant teams.
• Maintain a centralized repository of data collection firms and log feedback on their performance to build organizational knowledge.
• Support adherence to knowledge management processes and flag emerging challenges to the Manager.

4. Subscriptions, Payments & Operational Tracking

• Follow up on platform subscriptions and licenses to ensure continuity of access.
• Raise payment requests through the hub as instructed, in line with established procedures.
• Track pending payments and follow up across systems to minimize delays.
• Maintain simple operational trackers for subscriptions, renewals, and payment status.
• Ensure invoices, contracts, and related documentation are accurately filed and easy to retrieve.

5. Project Operations Team Administration

• Support monitoring of progress against Project Operations team tasks and priorities.
• Maintain well-organized Project Operations documentation and shared folders.
• Manage meeting schedules for the Project Operations team, including cross-functional meetings.
• Coordinate logistics for meetings, workshops, and other team activities.
• Support submission of team payment and travel requests.
• Provide additional administrative and coordination support as required.

Role Boundaries and Accountability

• The Project Operations Officer does not lead projects or make strategic decisions.
• The role provides operational and administrative support, receiving day-to-day task direction from the Research Ethics and Compliance Officer and overall direction from the Manager, Project Operations & Busara ISERC.
• Ethics and compliance technical decisions and committee-level approvals remain with the Manager, Project Operations & Busara ISERC, supported by the Research Ethics and Compliance Officer.
• The role is accountable for timely follow-up, accurate documentation, and well-organized operational records that support effective project delivery.

Knowledge, Skills, and Experience: Minimum Requirements

• Bachelor's degree in a relevant field (e.g., Social Sciences, Business Administration, Public Health, or related discipline).
• At least 2 years' experience in an administrative, operations, or coordination role, ideally within a research, academic, or development organization.
• Strong organizational skills with proven ability to manage multiple trackers, deadlines, and follow-ups simultaneously.
• Excellent written communication skills, with experience drafting professional correspondence (emails, letters, minutes).
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace (Drive, Docs, Sheets).
• Close attention to detail and accuracy in documentation and record-keeping.
• Ability to work under supervision while managing routine tasks independently.
• Strong interpersonal skills and professionalism in handling correspondence with external stakeholders (e.g., applicants, reviewers, partners).

Desired Qualifications

• Prior exposure to research ethics review processes, regulatory compliance, or IRB/ethics committee administration.
• Experience with protocol or case management platforms (e.g., RHInnO, or similar systems).
• Familiarity with Kenyan regulatory frameworks (e.g., NACOSTI, Kenya Data Protection Act) or international research ethics standards (Belmont Report, Declaration of Helsinki, CIOMS).
• Experience supporting project management functions (scheduling, action tracking, meeting coordination) in a research or donor-funded environment.
• Familiarity with subscription/license management and basic budget or invoice tracking.
• Experience maintaining knowledge management systems or document repositories.
• A proactive, detail-oriented working style with a demonstrated ability to anticipate needs and follow through without close supervision.

Time Allocation

• Ethics & Compliance Operational Support (Busara ISERC): 20% 
• Research & Advisory (RA) Division Support: 30% 
• Knowledge Management & Project Database Support: 20% 
• Subscriptions, Payments & Operational Tracking: 15%
• Project Operations Team Administration: 15%