Senior Biological Sample Management Specialist

Job Title: Senior Biological Sample Management Specialist

Location: UAE (Remote)

Employment Type: Full-Time

Level: Senior

Work Arrangement: Fully Remote, with coordination of laboratory and sample storage activities as required

About Us

We are seeking a highly organized and detail-oriented Senior Biological Sample Management Specialist to oversee the lifecycle management, tracking, storage, documentation, and quality control of biological samples used in research, clinical studies, laboratory operations, and related scientific activities.

The successful candidate will have strong knowledge of biological sample handling, sample inventory systems, chain-of-custody procedures, laboratory quality standards, and regulatory compliance. This role requires a high level of accuracy, confidentiality, and coordination to ensure sample integrity, traceability, and availability throughout the sample lifecycle.

Key Responsibilities

• Oversee the receipt, registration, labeling, processing, storage, retrieval, transfer, and disposal of biological samples in accordance with approved procedures.
• Maintain accurate sample inventories, tracking records, storage locations, and associated metadata within laboratory information management systems (LIMS) or other approved databases.
• Establish and maintain standard operating procedures (SOPs) for sample handling, identification, preservation, transportation, storage, and retention.
• Ensure appropriate storage conditions for biological materials, including temperature-controlled environments, freezers, refrigerators, and cryogenic storage systems.
• Monitor temperature records, storage equipment performance, alarms, and contingency arrangements to protect sample integrity.
• Maintain complete chain-of-custody documentation and ensure traceability throughout sample collection, processing, storage, shipment, and transfer.
• Coordinate sample movements between laboratories, research teams, clinical sites, external service providers, and authorized recipients.
• Verify sample identification, labeling accuracy, documentation completeness, and acceptance criteria before samples enter storage or processing workflows.
• Support sample reconciliation, inventory audits, discrepancy investigations, and corrective and preventive actions (CAPA).
• Investigate sample deviations, temperature excursions, mislabeling, damaged containers, missing records, and other incidents that may affect sample quality.
• Ensure biological samples are handled in accordance with applicable biosafety requirements, institutional policies, ethical approvals, and relevant regulatory standards.
• Maintain appropriate controls for access to sample storage areas, sensitive sample information, and confidential research or participant data.
• Coordinate sample retention, archival, transfer, and disposal activities in accordance with approved protocols and applicable requirements.
• Support internal and external audits, inspections, quality reviews, and regulatory documentation requests.
• Evaluate opportunities to improve inventory accuracy, storage efficiency, workflow consistency, and sample traceability.
• Train and guide laboratory personnel on sample management procedures, documentation practices, and quality expectations.
• Prepare operational reports covering inventory status, sample utilization, storage capacity, deviations, and performance indicators.

Qualifications and Experience

• Bachelor's degree in Biology, Biotechnology, Biomedical Science, Life Sciences, Laboratory Science, or a related discipline. A relevant postgraduate qualification is an advantage.
• Typically 5–8 years of experience in biological sample management, biobanking, clinical research, laboratory operations, or specimen logistics.
• Practical knowledge of biological sample types, including blood, serum, plasma, tissue, cell-based materials, and other biological specimens.
• Experience managing sample inventories and maintaining accurate records using LIMS, electronic laboratory systems, or comparable databases.
• Understanding of sample preservation requirements, temperature monitoring, cold-chain management, and storage equipment qualification.
• Familiarity with sample traceability, chain-of-custody controls, labeling standards, and specimen acceptance criteria.
• Knowledge of laboratory quality management systems, SOPs, deviation management, CAPA, and audit preparation.
• Awareness of relevant requirements and guidance, such as ISO 20387 for biobanking, ISO 15189 where applicable to medical laboratories, and Good Clinical Practice (GCP) where relevant to clinical research.
• Understanding of biosafety principles, biological material transportation requirements, and appropriate handling procedures.
• Experience coordinating sample shipments, laboratory vendors, research teams, or external biobanking partners is desirable.
• Strong organizational skills, analytical thinking, and attention to detail.
• Ability to manage confidential information and maintain accurate documentation under strict quality requirements.
• Excellent written and verbal communication skills, with the ability to coordinate effectively across remote and on-site teams.

Key Performance Indicators (KPIs)

Performance will be assessed using measurable indicators, including:

• Inventory Accuracy: Maintain accurate and reconciled sample inventories and storage-location records.
• Sample Traceability: Ensure complete and auditable documentation throughout the sample lifecycle.
• Sample Integrity: Minimize preventable sample loss, degradation, contamination, and storage-related incidents.
• Documentation Compliance: Maintain complete, accurate, and timely sample records in accordance with approved procedures.
• Processing Efficiency: Meet agreed timelines for sample registration, retrieval, transfer, and dispatch.
• Storage Compliance: Maintain required storage conditions and promptly address temperature excursions or equipment alarms.
• Deviation Management: Investigate sample-related incidents promptly and implement effective corrective and preventive actions.
• Audit Readiness: Maintain organized records and support successful internal and external audits.
• Regulatory Compliance: Follow applicable biosafety, ethical, quality, and sample-handling requirements.
• Workflow Improvement: Identify and implement improvements that increase efficiency, reduce errors, and strengthen sample management controls.
• Stakeholder Support: Provide reliable coordination and timely responses to authorized researchers, laboratory teams, and project stakeholders.

What We Offer

• Competitive compensation based on qualifications and relevant experience.
• A remote working arrangement for documentation, inventory oversight, reporting, and cross-functional coordination, with on-site or laboratory attendance where operational duties require it.
• Opportunities to contribute to scientific research, clinical studies, and biological sample management initiatives.
• A professional environment focused on scientific integrity, quality assurance, and operational excellence.
• Opportunities for continuing professional development and technical training.
• Collaboration with multidisciplinary teams across laboratory operations, research, quality, and compliance.
• The opportunity to improve sample traceability, data quality, and the reliability of research and laboratory workflows.

How to Apply

Interested candidates are invited to submit their CV, highlighting relevant experience in biological sample management, biobanking, laboratory information systems, sample preservation, quality assurance, and regulatory compliance.

Applicants should include examples of sample management systems they have used, the types of biological materials they have handled, and any relevant achievements in improving inventory accuracy, sample integrity, or operational efficiency.

Email Subject Line: Application – Senior Biological Sample Management Specialist (UAE Remote)

• We welcome applications from qualified professionals who demonstrate scientific responsibility, meticulous documentation practices, and a strong commitment to biological sample integrity and quality management.