NRF Grants Coordinator at University of Pretoria/Universiteit van Pretoria

JOB PURPOSE:

• The incumbent will deal with financial management, compliance and administrative oversight of externally funded grants and research projects at the University of Pretoria. Monitor finances, regulatory adherence, and stakeholder engagement. Contributes to the success and sustainability of UP’s research endeavours, while fostering ethical practices and maximising funding opportunities.

RESPONSIBILITIES:

The successful candidate's responsibilities will include, but are not limited to:

Financial management: 

• Monitoring financial aspects during the setup of newly awarded grants;
• Overseeing finances of grant-funded research projects, encompassing budget planning, expenditure forecasting and tracking;
• Submitting payment claims as the designated institutional authority on external awarding agencies’ payment platforms;
• Collaborating with principal investigators and project teams to supervise and manage grant budgets in alignment with grant conditions;
• Monitoring the release of funds and spending levels of NRF grants;
• Compiling monthly financial recons of grants;

Grant proposal and award management:

• Assisting researchers in preparing budgets for grant proposals, ensuring they align with project goals and funding agency guidelines;
• Reviewing grant agreements and contracts to verify compliance with UP policies and the requirements of the awarding agencies;

Compliance and regulatory oversight:

• Staying up-to-date with regulations governing grant management and research funding;
• Preparing and submitting required compliance reports and documentation to funding agencies;
• Recommending improvements on business processes and systems to enhance compliance;

Stakeholder engagement:

• Building and maintaining relations with key stakeholders from internal support departments;
• Liaising with representatives from the Nationals Research Foundation (NRF) and other awarding agencies;
• Collaborating with Faculty Accountants and the Department of Finance – External Funds, to reconcile grant-related financial transactions with the PeopleSoft Financial system;
• Providing guidance and training to researchers and project teams on grant management best practices and compliance requirements;

Record keeping and documentation: 

• Maintaining record related to grant-funded research projects and updating the UP-grant management system accordingly, in line with standard operating processed as drafted;
• Regularly reviewing and updating grant documentation. Periodically reviewing and updating grant-related documents to ensure they maintain accurate and compliant with current regulations and requirements;
• Conducting regular internal audits. Performing internal audits on grant-related documentation to identify and rectify discrepancies and compliance issues proactively; 

Sub recipient management:

• Evaluating due diligence procedures for potential sub-recipients;
• Managing the closeout process for sub-recipient agreements, ensuring all financial and reporting obligations are met;
• Establishing ongoing monitoring mechanism to assess sub-recipient performance, identifying issues early, and implementing corrective actions as needed;
• Working closely with legal and compliance departments to ensure all sub-recipient agreements are legally compliant with relevant regulations and policies;

Project management:

• Participating and/or leading on ad hoc projects and activities in support of the RCD vision;
• Establishing a monitoring and evaluation framework for grants management and administration at UP.

MINIMUM REQUIREMENTS:

• Bachelor’s Degree in relevant field such as Business Administration, Finance, or a related discipline; with

A total of three years’ experience in:

• Grant management, financial oversight, or related field;
• Compliance reporting and audit responses;

OR

• National diploma in Business Administration, Finance, or a related discipline; with

A total of five years’ experience in:

• Grant management, financial oversight, or related field;
• Compliance reporting and audit responses.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

Knowledge:

• Financial Conflict of Interest {FCOI} regulations and training;
• NRF grant management systems;
• Financial management principles, grant regulations and compliance;
• Grant-related regulations and policies;
• Financial management;
• Implementing and retaining document retention SOP;
• Knowledge of data privacy regulations, such as POPIA;

Technical:

• Microsoft Suite and grant management software;
• Analytical and problem-solving abilities;
• In-depth knowledge of grant compliance regulations and requirements;
• Lead and manage projects;
• Training and presentation skills;

Behavioural competencies:

• Excellent communication and interpersonal skills;
• Ability to communicate with diplomacy and sensitivity;
• Excellent time management and organizational skills to meet deadlines and manage multiple tasks effectively;
• Attention to detail;
• Ability to manage changing priorities and tight deadlines;
• Enthusiastic self-starter.

ADDED ADVANTAGES AND PREFERENCES:

• Honours degree in a relevant field; with
• A total of two years’ experience in:

PeopleSoft Financial System;

• National Research Foundation (NRF) grant management;
• Certification in grant management, or financial management;
• Active membership to the South African Research and Innovation Management Association (SARIMA);
• A valid driver’s license.

CLOSING DATE:  17 March 2026