UP Professional and Support

DEPARTMENT OF RESEARCH AND INNOVATION

SENIOR OFFICER: USDP RESEARCH GRANTS (FIVE-YEAR CONTRACT)

PEROMNES POST LEVEL 9

In pursuit of the ideals of excellence and diversity, the University of Pretoria wishes to invite applications for the following vacancy.

The University of Pretoria's commitment to quality makes us one of the top research Universities in the country and gives us a competitive advantage in international science and technology development.

JOB PURPOSE:

This role is responsible for providing administrative, operational and financial support to the UP-based project that provides implementation support for the Department of Higher Education and Training (DHET)’s University Staff Doctoral Programme (USDP). Responsibilities will include providing coordination support for the project, including monitoring financial expenditures, assisting with travel and meeting arrangements for project, newsletter coordination, website development, tracking of partner agency points of contact, coordination of reimbursements, stakeholder management, funder grant compliance.

RESPONSIBILITIES:

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

• Pre-Award Administrative Support:

  • Assisting with the preparation and dissemination of call documents;

  • Communicating with USDP managers about the outcome of the screening;

  • Assisting in ensuring that the application review process is completed according to the USDP framework;

  • Assisting in the finalization and submission of the funding recommendations to the funder;

  • Assisting with on-boarding of USDP mentors and coaches.

• Post-Award Administrative Support:

  • Completing award letter templates for all approved funding decisions;

  • Communicating with universities on funding outcomes;

  • Ensuring that grant agreements are fully signed and budget forms are accurately completed;

  • Assisting in the disbursement of funds to successful applications.

• Monitoring, reporting and financial administration:

  • Maintaining accurate records of disbursements or payments to universities, fellows, facilitators and service providers;

  • Tracking financial expenditures of recipients’ grants based on bi-annual reports;

  • Assisting in updating and maintaining a comprehensive and accurate database of all USDP recipients;

  • Preparing summary reports, charts, and data sheets for stakeholder meetings.

• Project Administration and Operations:

  • Assisting the line manager to co-ordinate strategy development of the USDP programme;

  • Monitoring project calendar, planned milestones, deliverables, and activities as agreed by partners;

  • Actively participate in the USDP activities such as the mentorship programme, information sessions, induction etc;

  • Managing the USDP website and regularly update the website with latest information.

• Research Capacity Development Event Support:

  • Assisting with planning and logistics of the UCDP Annual Colloquium;

  • Disseminating early career opportunities with USDP recipients;

  • Provide on-site and virtual support during programme events and ensure proper registration, attendance, and feedback capture;

  • Assist with post-event documentation, including report writing, financial claims, and archiving materials.

MINIMUM REQUIREMENTS:

• Relevant National 3-year Diploma;

• 3 Years of experience;

• Experience in general administration in the Higher Education Landscape;

• Good understanding of the higher education system in South Africa;

• Knowledge of the policy and legal framework regulating the South African higher education system;

• Experience in working with donors, foundations and international partners;

• Project administration experience.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

• Knowledge:

  • Local and international funding environment;

  • Understanding of higher education system in South Africa as well as the international of higher education;

  • Knowledge and understanding of the policy and legal framework regulating the South African education system Knowledge of data privacy regulations, such as POPIA.

• Technical:

  • Microsoft Suite and research management software;

  • Analytical and problem-solving abilities;

  • 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:

• Bachelors’ degree in Business Administration, higher education management, public administration, or related fields. Other fields may be considered if relevant experience is demonstrated;

• Experience working in partnerships;

• Experience related to the administration of study programmes;

• Worked with PeopleSoft Finance system;

• Experience in Research and Innovation Management;

• Stakeholder management experience;

• Finance management experience;

• Grants management support experience;

The all-inclusive remuneration package for this contract position will be commensurate with the incumbent’s level of appointment, as determined by UP policy guidelines.

Applicants are requested to apply online at www.up.ac.za

In applying for this post, please attach:

• A comprehensive CV;

• Certified copies of qualifications;

• Names, e-mail addresses and telephone details of three referees whom we have permission to contact.

CLOSING DATE: 01 August 2025

No application will be considered after the closing date, or if it does not comply with at least the minimum requirements.

ENQUIRIES: Mr G Malobola, Tel: (012) 420 3122 or gojiwe.malobola@up.ac.za for application-related enquiries, and Ms. W Adams, Tel: (012) 420 4644 or Wendy.Adams@up.ac.za for enquiries relating to the post content.

Should you not hear from the University of Pretoria by 31 October 2025, please accept that your application has been unsuccessful.

The University of Pretoria is committed to equality, employment equity and diversity.

In accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets, preference may be given, but is not limited to candidates from under-represented designated groups.

All candidates who comply with the requirements for appointment are invited to apply.

By applying for this vacancy, the candidates consent to undergo verification of personal credentials and related information including, but not limited to, qualifications, criminal record, credit record, current and historic disciplinary proceedings as part of the selection process.

The University of Pretoria reserves the right to not fill the advertised positions.