Operations Coordinator (Laboratory - Wits VIDA)

SUMMARY:
Background:

• The Vaccines and Infectious Diseases Analytics (VIDA) Research Unit of the University of the Witwatersrand, formerly RMPRU (Respiratory and Meningeal Pathogens Research Unit) has for over 20 years conducted numerous studies to assess the burden of and prevent vaccine-preventable diseases (VPD)
• Current studies and projects include infant rotavirus and BCG trials

POSITION INFO:
Main purpose of the job:

• Assist Wits VIDA laboratory management and staff to ensure optimal operational functionality and ISO/IEC 17025, GCP, GCLP, compliance
• This includes but is not limited to coordinating, supporting and driving daily operational activities within the laboratory as well as the completion of general administrative duties

• VIDA - Chris Hani Baragwanath Academic Hospital

• Facility, equipment management:
• Evaluate and track daily operational requirements in the laboratory by doing a walk through every morning, placing of needed stock, noting issues and reporting / follow up as needed
• Ensure preventive maintenance and certification programs are carried out as per schedule in compliance to GCLP, to minimise interruptions and monitor post repair performance
• Notification and reminders to service providers & staff on timelines and preparation requirements
• Maintaining accurate recordkeeping (electronic as well as hardcopy) of equipment inventory control, labelling, downtime, service, calibration and repairs
• Drive asset verification processes
• Review and verification of all external reports received
• Daily review of the General Assistants’ cleaning duties/schedules/completed records to ensure that the laboratory and offices are appropriately clean
• Report any issues to the relevant manager
• Log challenges and follow up with maintenance teams on completion of tasks with feedback to management
• Staff Operational Support:
• Compliance to WHC, Wits and or VIDA processes for staff onboarding/termination, procurement, access control, addition or removal from biometrics, updating email alias groups
• Complete staff orientation
• Track validity of all staff documents such as GCP, HPCSA, IATA for all relevant laboratory staff
• Arrange for renewal or retaining and/or alert relevant person that an update is due
• Distribute any updates to regulatory team
• Schedule required meetings, manage laboratory boardroom bookings, prepare attendance records, keeping minutes of meetings
• Maintain a tracker of issues and follow up on resolutions
• Disseminate action items to responsible parties after each meeting and distribute the reviewed and approved meeting minutes before the next meeting
• Update and maintain up to date staff/signature lists and relevant organogram
• Health and Safety:
• Participate in OHAS meetings and support the volunteers in communication with the VIDA Operations Manager
• Review and management of OHS-related equipment together with relevant OHS staff
• Assist with OHS inspections and risk assessments to identify hazards and non-compliance
• Manage and track laboratory OHS incidents with the relevant follow-up and submission of incidents/flash reports
• General Administration:
• Filing all appropriate reports and records in labelled files and maintaining an accurate file tracker including files needed per study
• Assist with administrative tasks in terms of laboratory operations including adequate tracking and maintenance of site SOPs and training records
• Assist with the drafting of SOPs as required
• Tracking and distribution of all Imonnit phones, airtime and data with the submission of call logs
• Customer Service:
• Have excellent communication, organisational skills and maintain coordination in activities between internal as well as external stakeholders
• Keep an open line of communication within the laboratory team and distribute updated laboratory information to the relevant individuals
• Prepare for and support any onsite visitor/service provider while onsite, including but not limited to - the arrangement of transport, parking, seating, refreshments, and accompanied access to the areas of the laboratory in question

• Matric/Grade 12
• Proficient in Microsoft Office applications (Word, Excel, Outlook, PowerPoint)
• Valid licence and own transport

• Minimum 1-year experience in a clinical research environment or laboratory involved in clinical trials

• Certification and/or demonstrated understanding of Good Clinical Practice, Good Clinical Laboratory Practice (GCLP), as well as a basic understanding of health and safety protocols within a clinical research environment
• Highly organised, systematic and analytical approach to work, with strong attention to detail
• Proven administrative and organisational skills, including the ability to maintain accurate records and manage multiple tasks effectively
• Working knowledge of continuous temperature monitoring systems- such as iMonnit
• Ability to perform effectively under pressure and meet strict deadlines without compromising data integrity or compliance
• Assertive and confident, with excellent interpersonal communication skills suitable for collaborative work in multidisciplinary teams
• Self-motivated and capable of working independently while contributing effectively within a team-oriented, regulated laboratory environment

• High concentration required to ensure accurate information logging, data entry, and filing in compliance with GCP/GCLP/ALCOA+ standards
• Ability to manage competing priorities and time-sensitive tasks in a fast-paced, regulated environment
• Adaptability to respond to unexpected events with professionalism and precision
• Participation in a shared, rotational on-call schedule for freezer alarm response and urgent quality-related interventions is required

• Only if you meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV and cover letter (maximum one page) 
• Please Apply Online and complete your registration via our website to enable and protect you as a candidate, and to accept the new POPIA terms and conditions
• This will then create your permanent profile with which you can apply for all jobs as advertised by AJ PERSONNEL
• However, you may remove your profile from AJ PERSONNEL when you are no longer in the job market
• Please take note that the applicants who do not adhere to the above criteria will not be considered for the respective position
• Wits Health Consortium will only respond to shortlisted candidates
• Candidates who have not been contacted within two weeks of the closing date can consider their applications to be unsuccessful
• Closing date: 13 July 2026
• Note: No CV will be accepted after the closing date

• WHC, in accordance with its Employment Equity goals and plan, will give preference to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto
• AJ Personnel is only responsible for advertising and the response handling on behalf of their client Wits Health Consortium
• AJ Personnel does not have any salary or other information regarding the position