Assistant Manager, Africa Fingers, Brain and Mind Institute

Department

Brian and Mind Institute, East Africa

Introduction

Chartered in 1983, Aga Khan University (AKU) is a private, autonomous, and self-governing international university, with 13 teaching sites in 6 countries over three continents. An integral part of the Aga Khan Development Network, AKU provides higher education in multiple health science and social science disciplines, carries out research pertinent primarily to low- and middle-income countries and operates 7 hospitals (soon 8) and over 325 outreach clinics, all at international standards. It has almost 2,500 students and 14,000 staff. The University is both a model of academic excellence and an agent of social change. As a leading international institution dedicated to excellence and change, AKU operates on the core principles of quality, relevance, impact, and access.

The Brain and Mind Institute (BMI) is a trans-AKU entity that seeks to build capacity in the domains of mental health and neuroscience. In collaboration with partners, the Institute is advancing research leadership capacity and support service delivery across East Africa and South Asia, and other regions served by the AKU. The Institute supports a hub for scholarship exchange and action on mental health issues, as well as educational, clinical, and community-based programs. BMI’s research focuses on the context of today’s youth in Africa and South Asia, while our programmatic offerings address mental health related and brain health issues, including stigma and resiliency. A significant area of interest is the implementation of science-based programing in hospital and community settings that translate new discoveries into prevention and treatment programs.

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.