Senior Post-Award Administrator

Date: Feb 28, 2019

Location: Saudi Arabia

Company: King Abdullah University of Science & Technology

The Senior Post-Award Administrator within the Research Services at the Office of Sponsored Research has a key role at the interface between KAUST Principal Investigators and the funding bodies (internal, external).  The Senior Post-Award Administrator is responsible for the professional and ethical administrative management of complex sponsored grants that include time sensitive, non-standard reporting and financial requirements, complex cost sharing requirements, sub-recipient monitoring, and administrative oversight of financial and non-financial regulatory compliance. In addition to his/her critical financial risk management duties the Senior Post Award Administrator provides key support to the Principal Investigators in the timely submission of research reports and other deliverables.

 

Major Responsibilities

  • Financial management of sponsored research projects; set-up and management of annualized project budgets and monitoring variances against profiled budgets on KAUST’s financial grants management system (SAP);
  • Manages post-award responsibilities for income and expenditure on awarded research projects including account set-up, reconciliations and award close-out;
  • Guides Principal investigators on the project management of their awards and advises on reporting requirements, expenditure eligibility and reporting requirements including all terms and conditions of the research award;
  • Advises upon, and manage a series of grants and other agreements in support of complex research, facilities and other projects or activities involving large dollar amounts or unusual situations;
  • Establishes business processes to ensure compliance with the sponsor’s terms and conditions as well as institutional policies and procedures in particular with regards to accounting and auditing principles;
  • Represents KAUST on the financial management of awards to all public funders as well as industrial sponsors worldwide;
  • Takes a leading role in the policy and process development of post award activities;
  • Works closely with Principal Investigators and Business Managers on ensuring spending eligibility as well as optimizing use of awarded funds and advises on all compliance and reporting requirements;
  • Provides grants management policy guidance and develops policies and processes;
  • Maintains General Ledger accounts on a current basis. This often involves specific accounting activities, responsibility for all accounting adjustments, and closeout of research accounts, taking into consideration specific reports to sponsors if applicable;
  • Reviews and approves payment requests from sub-contractors;
  • Develops and maintains office procedures/best practice notes for the post award functions;
  • Organizes and runs workshops for PIs and  Business Managers on all aspects of award management and compliance;
  • Works with Finance on implementation of aged debts and other regular review and reporting processes as well as on any audits of research projects by sponsors;
  • Works with the Business Systems Specialist, Finance and IT on a customized SAP finance system for grant management;
  • In conjunction with the Manager, Post-Award implements regular reconciliation processes and ensure compliance;
  • Guides the Post Award administrator in managing a set of awards on KAUST’s SAP system;
  • Undertakes such other work as may be required by Manager.

 

Competencies

 

  • Sound experience in managing external research funding preferably in a Higher Education Environment;
  • Ability to use financial IT systems preferably SAP (especially Project Systems and Grants Management);
  • Ability to understand business processes and translate those into workflows and SOPs;
  • Ability to analyze and manage complex datasets;
  • Excellent understanding of academic research and of research processes;
  • Experienced in interpreting contracts and implementing processes to ensure compliance with contractual obligations;
  • Understanding the potential ethics and governance issues in research;
  • Strong interpersonal, communications and presentation skills;
  • Demonstrated organizational and time management skills. Ability to manage multiple projects that require independent planning, organizing and prioritizing daily operations and projects in order to meet deadlines;
  • An eye for detail and able to assimilate and summarize information quickly;
  • English proficiency in legal, business and scientific vocabularies;
  • Cross cultural sensitivity and awareness.

 

Qualifications

 

  • A Bachelor’s degree preferably in accountancy or in another area applicable to job requirements or a professional qualification of equivalent standing; A Master’s degree is desirable;
  • 6-8 years or more of relevant experience working in university and/or accounts management;
  • Sound experience in managing project-based funding preferably in a research environment is required;
  • Prior experience of setting up or working with a new financial system in an organization would be a plus;
  • Experience of working in an international environment is desirable.