Reports to Head of Research. The incumbent will manage and provide access to all digital resources derived from research studies at CIDRZ. This includes oversight of the Institutional Repository, the Clinical Trials Registry, and electronic data archival systems. The Officer ensures that all digital assets are properly curated, preserved, accessible, and compliant with national and international standards, while maintaining the quality and integrity of the data.

Main Duties:

• Manages and oversees the CIDRZ Institutional Repository to ensure proper curation, preservation, and accessibility of research outputs.
• Develops and implement strategies for acquiring/harvesting content to ensure comprehensive capture of materials.
• Assigns content to appropriate collections and communities in the repository.
• Establishes and maintains workflows for ingesting, describing, organizing content, and managing permissions.
• Conducts quality control checks, including review of submissions and accuracy verification.
• Provides training and support to staff on depositing, searching, and using the repository.
• Promotes repository awareness within CIDRZ and among external stakeholders.
• Develops and maintains clear Standard Operating Procedures (SOPs) covering content submission, harvesting, management, permissions, and preservation.
• Monitors repository performance and escalate system update needs to IT administrators.
• Ensures compliance with relevant Zambian and international publication regulations, guidelines, and procedures.
• Ensures all CIDRZ clinical research studies are registered on ClinicalTrials.gov after ethics and regulatory approvals.
• Maintains accuracy and completeness of registry entries.
• Updates and track all registered studies to ensure timely and accurate reporting.
• Maintains a centralized electronic system for housing and archiving study-related materials.
• Uploads, organizes, and manages all electronic study materials including protocols, informed consent forms, datasets, and related documents.
• Establishes workflows for managing content and permissions within the archiving system.
• Accurately maintains scanned records of all study submissions and approvals from the REC and other regulatory bodies according to departmental guidelines.
• Develops and maintains SOPs for document submission, management, permissions, and long-term preservation.
• Ensures compliance with Zambian and international standards for research data archiving.
• Tracks both local and international ethics approval for those affiliated with international universities and track expiry dates to ensure timely continuing review.
• Maintains the studies database on the server to ensure timely annual renewal of studies with UNZABREC and international IRBs before study expiration date.

Requirements:

• Grade 12 certificate
• Bachelor’s degree in Information Science, Library & Information Studies, Data/Computer Science, Health Informatics, or a related field. Master’s degree will be an added advantage.
• At least 3–5 years’ experience in knowledge management, digital repositories, research data management, or archiving.
• Hands-on experience with institutional repositories (e.g., DSpace, EPrints), digital archives, or document management systems.
• Exposure to clinical trial registration, research administration, or regulatory compliance in a health or research environment.
• Strong understanding of digital preservation, metadata standards, and repository management workflows.
• Familiarity with clinical trial registries and applicable regulatory requirements.
• Proficiency in database systems, digital archiving, and information management tools.
• Knowledge of Zambian and international research regulations, ethics, and data compliance standards.
• Excellent organizational, quality control, and analytical skills.
• Strong communication and capacity-building skills to support and train staff.
• Attention to detail and commitment to data accuracy and integrity.
• Ability to design, document, and implement SOPs and workflows.
• Problem-solving mindset with ability to improve and streamline systems.
• Effective collaboration with researchers, IT staff, and regulatory authorities.

Suitably qualified candidates are encouraged to apply. However, only shortlisted candidates will be contacted.