Post-Award Administrator

Date: Mar 16, 2019

Location: Saudi Arabia

Company: King Abdullah University of Science & Technology

This role is based within the Office of Sponsored Research. The OSR is a central department within KAUST tasked with providing administrative support to faculty & research staff in acquiring and managing externally sponsored research projects (typically funded by public bodies, foundations and industry). As such the OSR is the central point of contact for academics to establish & manage their external research funding. The OSR is responsible for pre-award administration (identifying funding sources, supporting bid development & peer-review processes as well as submission of applications), awards & contracts administration (assessing acceptability of terms, negotiations with (industry) partners and subsequent processing), and post-award administration (liaison with academics & funding bodies, accounting for project income and expenditure). As a central office OSR will work closely with HR and Finance as well as General Counsel and the Technology Transfer Office (TTI). KAUST uses SAP IT systems to manage its research environment. The post holder will be expected to take a lead in setting-up the post award function in the OSR. S/he will contribute to the development of office procedures and implementation of workflows.


The Post Award Administrator has a key role at the interface between KAUST Principal Investigators and external funding agencies and industrial partners.  The Post Award Administrator is responsible for the professional and ethical administrative management of sponsored grants that include sub-recipient monitoring, and administrative oversight of financial and non-financial regulatory compliance. In addition, the Post Award Administrator provides key support to the Principal Investigators in the timely submission of research reports and other deliverables.


The specific duties of the Post Awards Administrator include:


  • accounting for income and expenditure on awarded research projects;
  • raising invoices/claims to sponsors;
  •  setting-up annualized project budgets and monitoring variances in spend against profiled budgets
  • liaising with Finance to ensure that KAUST accounting procedures and financial regulations are followed in the administration of projects;
  • liaising with funding bodies and academics on progress of projects;
  • monitoring projects to ensure that outputs are delivered to sponsors as per the terms of funding;
  • dealing with faculty inquiries on any financial or other issues on projects;
  • working with Finance on any audits of research projects by sponsors;
  • working closely with KAUST Business Managers to ensure spending eligibility;
  • preparation and submission of claims to sponsors to maximize KAUST’s cash flow;
  • monitoring project expenditure against budgets to identify significant variances, investigating any such variance and proposing remedial action;
  • ensuring principal investigators have access to project budget reports;
  • maintaining information for awarded projects on the SAP system;
  • preparing and approving payments to sub-contractors and transfers of funds to collaborators;
  • preparing and submitting budgetary revisions/ requests or project changes to sponsors;
  • tracking projects to ensure that deliverables required by the funder are submitted;
  • closing projects after final transactions/ outputs are completed;
  • Undertaking such other Post Award work as may be required by the supervisor.




  • Excellent understanding of academic research and of research processes;
  • A wide knowledge of the sources of information on potential funding opportunities;
  • A good understanding of potential ethics and governance issues in research;
  • Experience to cost and price research projects and approval processes required in a higher education environment;
  • Ability to use financial IT systems preferably SAP;
  • Strong interpersonal, communications and presentation skills;
  • Demonstrated organizational and time management skills;
  • English proficiency;
  • Cross cultural sensitivity and awareness.




  • A Bachelor’s degree preferably in science, engineering, business or in another area applicable to job requirements or a professional qualification of equivalent standing;
  • 4-8 years of experience working in a relevant field, preferably in higher education;
  • Prior experience in developing and/or managing research-related projects or project funding is a must;
  • Experience of working in an international environment is desirable;