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

Zambart is an independent Zambian research organization whose headquarters is at the University of Zambia’s Ridgeway Campus in Lusaka. Zambart is globally renowned for its interdisciplinary research 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. Zambart staff form an interdisciplinary team with a range of expertise including epidemiology, clinical science, social science, laboratory, operations research, health systems and services research, health policy analysis, health economics, health communication and counselling.

To support our wide range of research activities, we are looking for an ambitious, suitably qualified candidate to fill the following exciting position that has arisen:

Position: Research Governance Office Assistant

Reporting to: Research Governance head of department

Job Location: Ridgeway, Lusaka –Head Office

Position Summary

The Research Governance Office Assistant will provide administrative support to the research governance team, ensuring efficient and effective operations. This role involves records management, archive administration and assisting with compliance and regulatory requirements for the Research Governance department. The ideal candidate should be highly organized, proactive and capable of handling multiple tasks with precision, confidentiality and a strong understanding of research governance processes.

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

Minimum diploma in relevant field (e.g., Library Science or equivalent).

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.

Experience needed

1 - 2 years of experience.

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

Desirable Attributes

Understanding of records management work

Ability to work independently and as part of a team, demonstrating a high level of initiative and attention to detail.

• Organizing and managing research governance documentation
• Filing current records to facilitate proper storage
• Updating a detailed log of all documents
• Responding to document retrieval requests promptly, ensuring files are accessible to authorised users when needed
• Preparing regulatory documents to ensure payments are processed for renewal of Licenses for members of staff and the institution
• Conducting records inventory from time to time as input into records management activities
• Undertaking effective dispatch of incoming and outgoing mail to respective stakeholders
• Assisting in quality control checks against consent forms and other documentation
• Documenting quality control comments
• Assisting in preparing documentation for monitors by ensuring all required documents are readily accessible
• Processing inactive records to facilitate their transfer to the archive
• Generating accurate and timely invoices for services provided by the department
• Printing and scanning of documentation
• Perform any other duties as may be assigned by the supervisor.

• Strong organizational and time-management skills
• Ability to manage multiple tasks simultaneously
• Excellent written and verbal communication skills
• Ability to convey complex information clearly and concisely
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Experience with database management
• Understanding of records management work
• Ability to work independently
• Ability to work as part of a team
• High level of initiative
• Attention to detail

• Minimum diploma in relevant field (e.g., Library Science or equivalent).