Project Operations Officer

The Project Operations Officer supports the efficient coordination, documentation, and operational delivery of projects within the Project Operations Department. Reporting to the Manager, Project Operations & Busara ISERC, and receiving day-to-day task direction from the Research Ethics and Compliance Officer, the role provides structured administrative and operational support that strengthens project management execution, ethics and compliance administration, knowledge management systems, and operational follow-through across teams.The role addresses operational workload gaps, improves documentation quality, and strengthens compliance monitoring, freeing senior team members to focus on leadership, technical decision-making, and project oversight.

Key Accountabilities

and

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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
• 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
• 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.
• 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).
• 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.
• 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%

Requirements

• Bachelor’s degree in a relevant field (e.g., Social Sciences, Business Administration, Public Health, or related discipline).
• At least 2 years’