Key Responsibilities:

Sample Management:

• Receive, catalogue, and in collaboration with both internal and external scientists/PIs, who originate/ own the samples from their respective field and laboratory research, accurately record incoming samples details in the digital sample management system,.
• Ensure all documentations are in place for all biorepository activities including release and disposal of samples in accordance with the set biosafety standards.
• Ensure that the samples are properly labelled, stored and tracked, and monitor the cold chain management to ensure that they have remained viable and to prevent any errors or deviations using a sample management system as per GLP guidelines.
• Work with the ILRI engineering team to ensure the Liquid Nitrogen Plant and sample storage tanks and the digital monitoring systems are in optimal operational conditions all the time, and that their routine maintenance are carried out on time to ensure continuous supply of liquid Nitrogen to the tanks and cryosamples.
• Work with the lab users to ensure that samples are available for the testing lab and biorepository where needed and coordinate shipments (including all permits required) with the support of the lab management.
• Support and train users of the Biobank facility on all programming and logging into the sample management system required for study specific protocols and troubleshooting on all software programming issues, where needed.
• Work closely with the scientists and Project Leads to ensure accurate registration/documentation of samples when projects start, and reconciliation of all samples during and at the close of projects in compliance with IREC/IBC and protocols/project requirements.
• Serve as central point of contact for sample receipts and shipments thus ensuring adherence to approved shipment, requirements, plans and Material Transfer Agreements (MTAs).
• Maintain Biosecurity in the platform and work with security in monitoring access to the platform.
• Work with PIs and research Associates on sample management in freezers. Maintains back up data for sample inventory in the platform and oversee sample audits, at least once every year.
• Compile the recharges for services at Biorepository.

Laboratory Information Management Systems (LIMS) Expertise

• Lead the development and updating of LIMS related SOPs, work instructions or validation processes with the support of LIMS provider.
• Maintain and configure LIMS to optimize sample management workflow and troubleshoot to minimize disruptions in sample management.
• Ensure LIMS system is updated to support needs of users through collaborating with LIMS administrator or vendor.

Quality Control

• Implement quality control procedures by systematically inspecting, reviewing, and documenting the status of all sample materials physically stored in the LIMS maintain highest level of data integrity.
• Ensure that the samples are appropriately barcoded for easy and accurate tracking throughout their lifecycle.
• Conduct regular sample management oversight audits in compliance with regulatory and institutional policies

Data Management

• Ensure accurate and timely entry of sample data into the LIMS system.
• Verify and validate data (and sample metadata) for completeness, accuracy
• Reconcile data for archived samples to update the LIMS system.
• Generate reports, charts, and graphs to users and support data analysis and decision-making to continuously improve the biorepository.

Requirements

• Master’s degree in biotechnology, Microbiology, Biomedical sciences, Laboratory sciences, Information Management Systems, or a related field.
• Minimum of 5 years’ experience in research laboratory and Laboratory Information Systems (LIMS) is required.
• Previous experience in a sample management role within a laboratory setting is highly desirable.
• Proven experience with LIMS and strong proficiency in its configuration and use is required.
• Certification with IATA on handling and shipment of infectious biological materials.
• Demonstrate strong oral and written communication and facilitation skills as well as confidence with presentations.
• Experience in laboratory sample processing and a variety of laboratory assays to be used for sample viability tests is highly desirable.
• High level of interpersonal skills and the ability to work effectively in a cooperative and collaborative manner with all levels, across functional teams both internally and externally.
• Ability to work on problems of moderate complexity and diverse scope using good judgment within defined procedures and policies to determine appropriate action.
• Very good project planning and implementation skills in a cross-disciplinary and multi-cultural team are required.
• Flexibility to change priorities and be comfortable with changing deadlines to meet organizational needs is required.
• High level of independence in performing responsibilities is highly desirable.