Administrator: Research Grants at University of Pretoria/Universiteit van Pretoria

JOB PURPOSE:

• The Research Grant Administrator facilitates grant management processes, supports financial planning, ensures compliance, coordinates logistics, and maintains efforts to enhance research funding success at UP for external grant applications.

RESPONSIBILITIES:

The successful candidates’ responsibilities will include, but are not limited to: 

Pre‐award administrative support:

• Serve as a point of contact for researchers seeking information on research funding opportunities;
• Offer support on grant application procedures and funding body expectations to ensure clarity and understanding among researchers;
• Attend briefing and information sessions hosted by funding bodies, if required, to stay informed about potential external grant opportunities;
• Collaborate with Principal Investigators (PIs) and sub‐recipients, to gather and coordinate essential inputs such as letters of support, detailed project data and other relevant materials for research grant applications;

 Financial administration:  

• Assist researchers in preparing and revising project budgets for grant applications;
• Provide detailed guidance on allowable costs, co‐funding requirements, and financial reporting standards set by funding bodies and UP;
• Act as a liaison between the PI, DRI administrators and UP’s Finance department for pre‐approval of grant budgets;
• Offer training and consultation to UP researchers;

Logistics:

• Plan and coordinate all logistical arrangements for internal review panels, briefing sessions, and other necessary meetings;
• Ensure that venues are equipped with the necessary resources;
• Arrange for refreshments and catering services as needed;
• Prepare and distribute meeting agendas, minutes and information packets to all participants in a timely manner; 

Documentation and record keeping:

• Maintain accurate records of all interactions, submissions and communications with researchers and funding bodies;
• Maintain comprehensive records of all submitted grant applications, including those from external funding sources.

MINIMUM REQUIREMENTS:

• A Bachelor’s degree in a relevant field such as Business Administration, Finance, Public Administration or a related area; 

A total of three years’ experience in:

• Grant management, research administration, or a similar field;
• Financial administration, documentation and compliance related to grants. 

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

Knowledge of:

• Grant funding policies and procedures from diverse funding sources;
• Budgeting;
• Regulatory compliance;
• Communication and coordination;
• Project management;
• Data privacy regulations, such as POPIA;

Technical competencies:

• Microsoft office suite and grant management software;
• Grant management systems of different funding bodies;
• US and UK federal grant platform;
• Writing and editorial skills;
• Database and record management;
• Project management;
• Presentation skills:

Behavioural competencies:

• Attention to detail;
• Communication skills;
• Interpersonal skills;
• Organizational skills;
• Adaptability;
• Initiative and proactivity;
• Ethical integrity; 
• Teamwork and collaboration. 

ADDED ADVANTAGES AND PREFERENCES:

• An Honours degree in a relevant field;  
• Two year’s’ experience in PeopleSoft Financial System;
• Familiarity with grant management systems and processes of various external funding bodies;
• Active membership to the Southern African Research and Innovation Management Association (SARIMA);
• Valid driver’s license;
• Certification in grant management or financial management. 

CLOSING DATE: 17 March 2026