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Job Title:    REC Administrator

Organization: Infectious
Diseases Institute (IDI)

Duty Station:
Kampala, Uganda

Vacancy Code: REC-001

 

About US:

The mission of the
Infectious Diseases Institute (IDI) is to “Strengthen Health Systems in Africa
with strong emphasis on Infectious Diseases through Research and Capacity
Development”. IDI has six operational areas through which it works to achieve
its mission: Prevention, Care and Treatment, Training, Research, Laboratory
services (including the CAP-certified IDI Core Lab & Translational Lab),
Global Health Security and Health System Strengthening Programmes.

 

Job Summary:   The REC Administrator is instrumental in supporting the IDI-REC
operations to meet its primary responsibility of protecting the rights, safety and
welfare of human research participants. The REC Administrator will serve as the
IDI-REC interface for research participants, Investigators, Sponsors and
regulatory agencies (i.e., UNCST and NDA). S/he will assist in planning and
ensuring that pre-established work scope, study protocols, and
regulatory/ethical requirements are followed.

 

Key Duties and Responsibilities:  

Ensure that
submitted research protocols are reviewed efficiently and consistently in line
with national ethical regulations and guidelines by:

·       
Having
thorough knowledge of and ability to apply national regulations and guidelines
and IDI-REC procedures.

·       
Overseeing
the accurate and timely processing, tracking, and filing of submissions to

·       
and
actions by the IDI-REC.

·       
Effectively
communicating with Investigators, Sponsors, REC Chairperson, and IDIREC
members.

·       
Obtaining
and distributing information required for REC Chairperson or IDI-REC review,
maintaining files, preparing and distributing minutes.

·       
Assigning
new protocols to IDI-REC members based on known or potential conflicts

·       
as well
as REC member expertise.

·       
Compliance
with submission requirements outlined in IDI-REC SOPs.

Maintain accurate
records of IDI-REC actions by:

·       
Recording
meeting minutes in sufficient detail to document IDI-REC deliberations.

·       
Documenting
communications with Sponsors, Investigators, regulatory entities, and any
others involved in the conduct of submitted research.

·       
Maintaining
an accurate and comprehensive database of reviewed and approved research.

·       
Maintaining
records of expedited reviews, risk determinations, and any other

·       
activities
that result in a review or action by IDI-REC staff or members.

·       
Maintaining,
filing and archiving systems that allow access to open and closed studies.

·       
Reviewing
and suggesting modifications in IDI-REC agendas and minutes.

·       
Periodically
reviewing IDI-REC policies and procedures to ensure appropriate functioning of
the IDI-REC.

·       
Providing
data entry to computer tracking system, generating letters, creating files and
mailing notices to Investigators.

Ensure that
Investigators and Sponsors are informed of the actions and findings of the
IDI-REC by:

·       
Issuing
notifications of IDI-REC actions to Investigators and other appropriate
entities.

·       
Reviewing
IDI-REC SOPs on regular basis to ensure accurate information and disseminating
changes to IDI-REC members.

·       
Sending
timely responses to written and phone messages requesting information.

·       
Sending
timely decision correspondence to appropriate parties.

Ensure that
continuing review of approved research is conducted appropriately and in a
timely manner by:

·       
Making
Investigators aware of due dates for submission of renewal and other reports.

·       
Ensuring
that information submitted by Investigators is adequate for effective review.

·       
Reviewing
procedures for obtaining continuing review information, adequacy of information
and need for additional information from sources other than the Investigator.

Serve as IDI-REC
interface for participants, Investigators, Sponsors and regulatory agencies by:

·       
Answering
questions and supplying information when requested, and conveying IDIREC
actions to appropriate individuals.

·       
Screening
participant inquiries and resolving issues when possible, and conveying results
of interactions with participants to Investigators, Sponsors, and IDI-REC
members as directed.

·       
Serving
as the IDI-REC liaison during audits by regulatory entities or Sponsors.

·       
Scheduling
IDI-REC meetings.

·       
Conducting
semi-annual assessment of IDI-REC office function and report writing.

Oversee adequacy of
REC membership by:

·       
Providing
support to the REC Chairperson, IDI Institution Official, in the recruitment,
training, and continuing education of IDI-REC members.

·       
Appraising
the REC Chairperson of IDI-REC membership status and determining if additional
or new regular or alternate members are required.

·       
Ensuring
that a quorum is present and maintained during convened meetings.

·       
Keeping
REC members apprised of their responsibilities regarding conflicts of interest.

·       
Reviewing
IDI-REC minutes to ensure documentation of quorum for decisions reported.

·       
Working
with REC Chairperson and others as required, to recruit and to supervise
training of new IDI-REC members.

·       
Maintaining
IDI-REC membership logs and coordinating submissions to regulatory agencies.

Track all IDI-REC
income and expenses by:

·       
Working
closely with the designated Finance and Administration (F&A) Officer to
invoice Investigators submitting research protocols/annual renewal requests to
IDIREC for review.

·       
Following
up with F&A Officer to issue receipt for funds deposited by the Investigators
prior to distributing the protocols/annual renewal packages for review by REC
members.

·       
Tracking
all IDI-REC funds through the IDI cost recovery system and ensure that
documentation of these funds is reflected in the financial reports.

·       
Provide and
maintain accountabilities for all IDI-REC related activities expenses including
reports.

The REC Chairperson
may delegate/assign additional duties and responsibilities to the REC
Administrator as needed.

 

Qualifications, Skills and Experience:

·       
The ideal
candidate must hold a Bachelor’s degree in a health-related field (preferably
Biomedical Sciences).

·       
A
certificate of Good Clinical Practice (GCP) and/or Human Subjects Protection
(HSP) is an added advantage.

·       
A
certificate in project planning and management is an added advantage.

·       
Strong
knowledge of national and international research ethical guidelines/standards.

·       
At least
two years working experience in a research regulatory and/or ethics committee
environment is highly desired.

·       
Good
written and oral communication skills in English and the ability to engage
Investigators, Sponsors and IDI-REC members enthusiastically face-to-face,
telephonically, Zoom and via e-mail.

·       
Organizational
skills and personal effectiveness skills are desirable.

 

How to Apply:

All suitably
qualified and interested candidates should send their CVs, including details of
email address, present position, current remuneration, Certificate/testimonials
and address of three (3) Referees plus telephone contact to the stipulated
email address. Email your application and CV to hr@idi.co.ug

 

Key Notes:

·       
IDI is
an equal opportunity employer and does not charge a recruitment fee or any
other fees at any stage of the recruitment process.

·       
Internal
candidates who meet the required specifications and have worked with IDI for a
period of at least one year will be given priority.

·       
Make
sure that your application letter, CV (Not more than 4pages) and certificates
are attached as one PDF document.

·       
Indicate
the Vacancy Code as the subject line of your email.

·       
Please
note that if you DO NOT indicate the vacancy code as instructed above, your
application will not be considered.

·       
Any form
of canvassing will lead to automatic disqualification.

·       
Only
shortlisted candidates will be contacted.

 

The Senior Human
Resource Manager

Infectious Diseases
Institute — IDI Knowledge Centre, Makerere University Main Campus College of
Health Sciences, Makerere University

P.O. Box 22418,
Kampala, Uganda

                            

Deadline: 21^st February 2021

 

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