Senior Biological Sample Management Specialist

Job Title: Senior Biological Sample Management Specialist

Location: United Arab Emirates (Remote)

Employment Type: Full-Time

Work Arrangement: 100% Remote — Work From Home

Level: Senior

About the Role

We are seeking an experienced and detail-oriented Senior Biological Sample Management Specialist to oversee the coordination, tracking, documentation, and quality management of biological samples used in clinical research, laboratory investigations, pharmaceutical development, and biomedical research programs.

The successful candidate will help ensure biological samples are handled, tracked, documented, stored, and transported in accordance with approved protocols, applicable biosafety requirements, study specifications, and quality standards. The role will collaborate with clinical research teams, laboratory personnel, biobanks, logistics providers, quality assurance teams, and external research partners to maintain sample integrity, traceability, and data accuracy.

The ideal candidate will possess strong knowledge of biological sample lifecycle management, laboratory documentation, sample tracking systems, chain of custody, biospecimen handling requirements, and research quality procedures. This is a fully remote coordination and oversight role, with physical sample handling and laboratory activities performed by designated on-site personnel or qualified service providers.

Key Responsibilities

• Sample Lifecycle Management: Coordinate the lifecycle of biological samples from collection and receipt through processing, storage, shipment, testing, retention, and authorized disposal.
• Sample Tracking and Traceability: Maintain accurate sample inventories, unique identifiers, barcode records, collection details, processing histories, and current storage locations.
• Chain of Custody: Establish and monitor documentation procedures that maintain traceability of sample transfers, access, handling, shipment, and receipt.
• Sample Documentation: Review sample collection forms, laboratory records, shipment manifests, receipt confirmations, processing logs, and other supporting documentation for completeness and accuracy.
• Sample Logistics Coordination: Coordinate sample collection schedules, packaging requirements, shipment arrangements, courier services, and delivery timelines with laboratories and research partners.
• Storage Requirements: Monitor documented storage conditions and coordinate with designated facilities to ensure samples are maintained under approved temperature, humidity, and environmental conditions.
• Temperature Excursion Management: Review reported storage or transportation excursions, assess potential impacts on sample integrity, and coordinate investigations and corrective actions.
• Sample Processing Oversight: Coordinate documentation and workflow requirements for sample processing activities such as aliquoting, centrifugation, labeling, preparation, and transfer, where applicable.
• Biospecimen Quality Management: Support the implementation of procedures designed to preserve sample integrity, minimize contamination risks, and maintain suitability for intended research or testing purposes.
• Inventory Reconciliation: Conduct periodic reviews of sample inventories, investigate discrepancies, and coordinate corrective actions with responsible laboratory or storage personnel.
• Laboratory Information Systems: Maintain and review sample records in laboratory information management systems (LIMS), electronic sample tracking platforms, and relevant research databases.
• Protocol Compliance: Ensure sample management activities are consistent with approved clinical study protocols, laboratory procedures, research requirements, and applicable quality standards.
• Biosafety Coordination: Support compliance with applicable biosafety procedures, biological material handling requirements, risk assessments, and relevant transport regulations.
• Regulatory and Ethical Compliance: Coordinate documentation and oversight activities in support of applicable UAE requirements, research ethics approvals, participant consent restrictions, and relevant international standards.
• Sample Shipment Documentation: Review shipping documentation, packaging records, permits, declarations, and other requirements for biological material shipments, including applicable dangerous goods requirements.
• Nonconformance Management: Document and coordinate investigations involving missing samples, labeling errors, damaged containers, incomplete records, handling deviations, or other sample management incidents.
• Corrective and Preventive Actions: Track corrective and preventive actions relating to sample integrity, documentation quality, logistics performance, and inventory discrepancies.
• Quality Assurance Support: Prepare sample management records and supporting evidence for internal audits, sponsor audits, laboratory inspections, and quality reviews.
• Vendor and Laboratory Coordination: Liaise with external laboratories, biobanks, clinical research organizations, courier providers, and storage facilities to resolve operational issues and maintain service standards.
• Data Integrity and Confidentiality: Maintain accurate, secure, and access-controlled sample records while protecting confidential research information and sensitive participant data.
• Reporting and Performance Monitoring: Prepare reports covering sample volumes, inventory status, shipment performance, storage exceptions, documentation completeness, and outstanding issues.
• Process Improvement: Identify opportunities to improve sample tracking, inventory reconciliation, documentation workflows, logistics coordination, and sample management controls.
• Remote Operational Oversight: Coordinate sample management activities through secure digital systems, virtual meetings, electronic documentation, and regular communication with on-site teams.

Qualifications and Experience

• Bachelor's degree in Biology, Biotechnology, Biomedical Science, Laboratory Science, Microbiology, Life Sciences, Pharmacy, or a related scientific discipline.
• At least 5–8 years of relevant experience in biological sample management, biobanking, clinical research operations, laboratory coordination, or biospecimen logistics.
• Strong understanding of biological sample lifecycle management, sample identification, inventory control, and chain-of-custody documentation.
• Experience coordinating biological samples such as blood, plasma, serum, tissue, urine, DNA, RNA, or other research specimens.
• Knowledge of sample collection, processing, storage, shipment, retention, and disposal requirements.
• Familiarity with temperature-controlled storage, cold-chain logistics, sample stability considerations, and excursion management.
• Experience using laboratory information management systems (LIMS), electronic sample tracking systems, or clinical research databases.
• Understanding of Good Clinical Practice (GCP), Good Laboratory Practice (GLP), applicable quality management principles, and research documentation requirements.
• Knowledge of relevant biosafety practices and applicable transportation requirements for biological substances, including UN 3373 and other classifications where appropriate.
• Familiarity with applicable International Air Transport Association (IATA) dangerous goods requirements and biological material shipping procedures is an advantage.
• Understanding of participant confidentiality, informed consent restrictions, sample coding, and research data protection requirements.
• Experience supporting quality audits, sample reconciliation exercises, deviation investigations, and corrective action tracking.
• Strong analytical, organizational, documentation, and problem-solving skills.
• Excellent written and verbal communication skills, with the ability to coordinate effectively with laboratory teams, research partners, and logistics providers.
• Proficiency in Microsoft Office and familiarity with digital inventory platforms, LIMS, and electronic document management systems.
• Relevant certifications or training in clinical research, biobanking, biosafety, laboratory quality management, or dangerous goods transportation are advantageous.
• Ability to work independently, manage multiple sample management activities, and coordinate effectively with geographically distributed teams.

Key Performance Indicators (KPIs)

Performance will be evaluated against agreed sample quality, documentation, logistics, and operational objectives, including:

• Sample Traceability: Maintain accurate and complete tracking records for all assigned biological samples.
• Inventory Accuracy: Minimize discrepancies between recorded sample inventories and confirmed storage records.
• Documentation Completeness: Ensure sample records, transfer logs, collection forms, and shipment documentation meet established requirements.
• Shipment Timeliness: Coordinate sample shipments and deliveries within approved schedules and study timelines.
• Sample Integrity: Support compliance with required handling, storage, and transportation conditions to preserve sample suitability.
• Temperature Excursion Management: Ensure reported excursions are documented, assessed, escalated, and resolved within established timelines.
• Chain-of-Custody Compliance: Maintain complete transfer and handling records for samples throughout their lifecycle.
• Deviation Resolution: Support timely investigation and closure of sample-related incidents and nonconformances.
• Protocol Compliance: Ensure sample management activities align with approved protocols, procedures, and applicable quality requirements.