Job Purpose/Summary
The Assistant Project Manager supports the planning, coordination, and execution of research projects at the Brain and Mind Institute (BMI). Reporting to the Clinical Trial Manager, the role ensures effective implementation of project activities, coordination of multidisciplinary teams, and adherence to ethical and regulatory standards. The position contributes to timely, high-quality research delivery through proactive monitoring, problem-solving, and stakeholder engagement.
Key Roles and Responsibilities
Study Planning and Coordination
- Assist in developing and maintaining project plans, timelines, and milestones
- Coordinate pre-implementation activities, including site readiness, logistics, and documentation
- Facilitate stakeholder coordination across research teams, collaborators, vendors, and study sites
- Support preparation and tracking of ethics and regulatory submissions
Participant Recruitment and Retention
- Contribute to development and execution of recruitment and retention strategies
- Coordinate preparation and dissemination of recruitment materials
- Engage marketing and community outreach channels to support participant enrolment
- Monitor and analyse recruitment and retention data, recommending improvements
- Ensure compliance with ethical and regulatory standards
Study Implementation and Operational Oversight
- Coordinate day-to-day implementation of project activities in line with protocols and timelines
- Perform clinical procedures and support clinical management of research participants as required
- Monitor progress against milestones and escalate risks or delays
- Oversee resource utilization, including staff time, procurement, and logistics
- Track project expenditures in collaboration with finance
Team Supervision and Capacity Building
- Supervise and provide guidance to Research Associates, Research Assistants, and site staff
- Allocate tasks, monitor performance, and ensure accountability
- Lead onboarding and training on protocols, tools, and reporting requirements
- Promote a collaborative and high-performing team environment
Quality Assurance and Documentation
- Implement quality control procedures for data collection and project documentation Review reports and data outputs for completeness and accuracy
- Maintain organized, up-to-date, and audit-ready project records
Communication and Stakeholder Engagement
- Coordinate project communications, including meetings, reporting, and internal updates
- Prepare progress reports and dashboards
- Act as liaison between project teams, leadership, and external stakeholders
Study Close-Out and Learning
- Support completion of study close-out documentation and reconciliation of deliverables
- Assist in documenting lessons learned and best practices
Educational Qualifications
- Bachelor’s degree in clinical medicine or nursing or biomedical sciences or higher diploma in clinical medicine
- Master’s degree or postgraduate training is an added advantage
- Certification in project management (e.g., PMP, PRINCE2, or equivalent) is an advantage
- Valid professional license from a recognized Kenyan regulatory body (e.g., KMPDC, COC).
Relevant Experience
- Minimum of 3 years’ experience in research project coordination, preferably in health or biomedical research
- Experience working with multidisciplinary teams and supervising junior staff
- Working knowledge of research ethics, Good Clinical Practice (GCP), and institutional processes
- Experience in project tracking, reporting, and documentation.
Personal Characteristics & Behaviour
- Strong organizational and coordination skills
- Excellent interpersonal and communication skills
- Attention to detail and commitment to quality
- Ability to work collaboratively and support team performance
- Proactive, adaptable, and solution-oriented
- High ethical standards and respect for confidentiality.
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