Administrative Officer

SUMMARY:
The VUKALI Research Clinic (www.lunginstitute.co.za), require applications for an ADMINISTRATIVE ASSISTANT* on a Fixed Term Contract.
 
The main purpose of these positions is to:

1. Execute all data, regulatory, logistic, and quality processes at the Vuka Research Clinic according to leadership’s plans, Standard Operating Procedures (SOPs), institutional, sponsor, and regulatory requirements.
2. To maintain an ordered electronic and paper audit trail for all data, regulatory, logistic, and quality

POSITION INFO:
Minimum Requirements:

• Matric / NQF 4 Level Qualification
• At least 2 years’ experience in administration/ data/ logistics/ regulatory management in the medical / research/ NGO/ University sector.
• Professional interaction with people and teamwork.
• Fleet maintenance and transport coordination.
• High levels of attention to detail
• Ability to design and manage complex administrative processes
• Organizational skills.
• Computer proficiency - MS 365, web-based data bases, mobile applications
• Good writing skills.
• Good Clinical Practice and the Protection of Human Participants in Research, relevant legislation, and best practices
• IATA Dangerous Goods Training (advantageous)
• Valid Driver’s License and PDP (advantageous)
• GCP Certification (advantageous)
• Ethical conduct
• Respect for privacy of participants.
• Ability to manage cashless voucher system.
• Ability to work harmoniously with participants of diverse backgrounds and cope with vulnerable participants, showing sensitivity & empathy to the needs of others.
• Ability to work within a diverse team, with members ranging from lay health workers to registered medical professionals, of all races, cultures, and sexual and gender orientations.

• Assist clinicians with the informed consent process and participant enrolment.
• Support study documentation, data collection, and filing per protocol.
• Liaise with study coordinators and clinical teams to address participant queries.
• Conduct participant screening, consent discussions, and protocol-specific counselling.
• Prepare study materials and assist with training and presentations.
• Coordinate and schedule participant visits; maintain accurate visit diaries.
• Communicate visit changes and ensure clinic resources are prepared.
• Support participant follow-up and retention, including home visits when required.
• Manage reimbursement schedules and assist with financial submissions.
• Recruit, screen, and consent participants according to protocol.
• Work with community teams to identify and schedule eligible participants.
• Support retention activities such as follow-ups, tracing, and transport coordination.
• Manage filing, procurement, and general research administration.
• Maintain accurate study records and assist with data entry.
• Support process improvements and resolve study-related queries.
• Handle participant enquiries and assist with site system updates.
• Conduct first-line quality checks during participant visits.
• Ensure proper use, storage, and return of study documentation.
• Support data entry and query resolution in line with GCP standards.
• Assist with participant reimbursements and study-related purchases.
• Coordinate with finance for timesheets, queries, and reporting.
• Support financial tracking and record keeping for study activities.

• Position based at the Vuka Research Clinic, Khayelitsha
• 12-month Fixed Term Contract
• Working hours: 40 hours per week, Monday to Friday