INTRODUCTION
DEPARTMENT OF RESEARCH AND INNOVATION
POSITION TITLE: Administrator: Research Grants
PEROMNES LEVEL: 9
PURPOSE OF THE ROLE
The Research Grants Administrator plays a critical role in supporting the grant lifecycle at the University of Pretoria (UP). This position facilitates the administrative and financial processes associated with research funding applications, ensures regulatory compliance, coordinates logistics for related events, and supports efforts to improve the university’s success rate in securing external research grants.
KEY RESPONSIBILITIES
The successful candidate will be responsible for, but not limited to, the following:
Pre-Award Administration
- Serve as a primary point of contact for researchers seeking information on funding opportunities.
- Provide guidance on grant application procedures and funding agency requirements.
- Attend briefings and information sessions hosted by funders, when necessary.
- Work closely with Principal Investigators (PIs) and collaborators to coordinate necessary documentation such as support letters and project details.
Financial Administration
- Assist researchers in drafting and updating project budgets for funding applications.
- Advise on allowable costs, co-funding requirements, and financial reporting standards in line with UP and funder policies.
- Liaise between the PI, Department of Research and Innovation (DRI) administrators, and the Finance Department for grant budget pre-approvals.
- Deliver training and consultative support to researchers on financial processes.
Logistical Coordination
- Organize logistics for internal review panels, briefing sessions, and meetings.
- Ensure venues are equipped appropriately and manage catering arrangements as required.
- Distribute meeting agendas, minutes, and support documents in a timely manner.
Documentation and Record-Keeping
- Maintain comprehensive and accurate records of communications, submissions, and interactions with researchers and funders.
- Track and archive all submitted grant applications, including those from external sources.
APPLICATION DEADLINE
📅 Closing Date: 25 April 2025
Applications submitted after the deadline or not meeting the minimum requirements will not be considered.
MINIMUM REQUIREMENTS
- Education: Bachelor’s degree in Business Administration, Finance, Public Administration, or a related field.
- Experience: Minimum of two years in:
- Grant management, research administration, or related roles;
- Financial administration, including compliance and documentation for grants.
REQUIRED COMPETENCIES
Knowledge & Expertise
- Familiarity with diverse funding body policies and grant procedures;
- Budget planning and financial reporting;
- Regulatory and compliance frameworks (e.g., POPIA);
- Project coordination and research support.
Technical Skills
- Proficiency in Microsoft Office Suite and grant management tools;
- Experience using US and UK federal grant platforms;
- Strong writing and proofreading abilities;
- Database and records management expertise;
- Presentation and project tracking capabilities.
Behavioural Attributes
- Meticulous attention to detail;
- Strong communication and interpersonal skills;
- Organizational efficiency and adaptability;
- Initiative and proactive problem-solving;
- High ethical standards;
- Team-oriented with a collaborative mindset.
PREFERRED QUALIFICATIONS & ADVANTAGES
- Honours degree in a relevant field;
- Two years’ experience working with PeopleSoft Financial System;
- Knowledge of various funders’ grant management systems;
- Active membership with SARIMA;
- Valid driver’s license;
- Certifications in grant or financial management.
REMUNERATION
Salary will be aligned with the candidate’s level of appointment, in accordance with UP’s remuneration policies. The University subscribes to the BESTMED and UMVUZO medical aid schemes, contributing 50% toward the monthly premium.
