Grants Specialist - Research

JOB SUMMARY 

The Grants Specialist - Research focuses on bringing together grant applications and award processes overseeing all aspects of grant funding at all levels. Responsible for business analysis and integration across all areas of the grants office including pre and post-award activity, administrative support staff, regulatory operations, technology transfer and grant governance. Responsible for ensuring that processes conform to all applicable laws, guidelines and regulations. The Grants Specialist - Research is aware of all Qatari regulations related to grants, sub-grants and contract awards. He/she reports to the Grant Manager in the Research Operations and Services Department, monitoring all research projects in the Grants office to assist investigators with compliance to financial, ethical and reporting requirements. The incumbent assists in the development of documentation for investigators and scientists who are involved in various research grants to ensure adherence to internal and external policies governing the conduct of research at Sidra and in Qatar. The Research Grant Specialist works with other departments at Sidra, such as Human Resources and Procurement, to assist investigators with the recruitment of research staff and purchasing of services, consumables and equipment funding. He/ she also works with the different Departments within Sidra to develop business mode for offering research services to internal and external clients.

KEY ROLE ACCOUNTABILITIES

• Streamlines and coordinates the externally and internally funded research projects as well as ad-hoc research projects submitted by the Sidra student body.
• Provides a reference point for grant applicants on different reporting requirements and ensures customer service focus of all Research activities.
• Documents and updates the necessary records, files, reports, databases and resource material pertinent to grants office activities to ensure effective Grants Office operation and compliance with Qatar National Laws and best practices.
• Works to streamline and maintain a single accurate institutional database of grants and contracts.
• Develops, implements and monitors the Grants Office portal page on internal portal page on the web.
• Responsible for the development of various reports describing intra and extra-mural funding activities, office metrics and accountability programs.
• Helps in the implementation and rollout of an electronic research administration system for grants and contracts and other administrative IT systems as relevant.
• Maintains full understanding of externally funded Grants based on funding source, funding details and funding requirements.
• Provides guidance on the most suitable approach and suitable grants for different research projects.
• Develops an optimized business process for grant submission and grant management.
• Monitors new research funding opportunities locally and internationally. Builds connections with external funding agencies like QNRF.
• Reviews and advises on grant funding proposals. Drafts letters of commitment in line with funding source and Sidra requirements. Creates and/or gathers supporting material for grant proposals such as job descriptions, resumes, flow charts, organizational charts, bibliographies, tables of contents and forms.
• Manages the post-award financial and administrative queries/requests including budget modifications and re-allocations, no-cost extensions, changes in key personnel, grant transfers and renewals.
• Co-ordinates with the Sidra Legal Team to align all legal documents such as sub-award agreements and non-disclosure agreements. 
• Alerts and advises investigators about progress report submissions, vets and submits to funders mid-term and final reports, and other required paperwork.
• Handles the internal grant submission process (pre-award), from application materials and budget assistance to final review, institutional endorsement and submission of proposals. 
• Examines (vets) the grant proposals for completeness, viability, appropriateness and effectiveness. Returns applications to the investigators highlighting erroneous sections and re-vets the application after submissions. 
• In charge of operating any used reviewer finder software (e.g. Expert Lookup) to generate experts lists and facilitate peer review for all internally submitted research projects.
• Facilitates the process of account set-up for internal grants in collaboration with Sidra Research Finance Office.
• In coordination with the Research Project Management Office, provides guidance to the principal investigator on the grant projects` requirements such as institutional review board (IRB), Institutional Animal Care and Use Committee IACUC etc. and consult with the institute compliance office as necessary.
• Reviews the process of all ad-hoc grant projects submitted by the Sidra student body including assigning reviewers any relevant Scientific Committee/Council, collating feedback from them and distribution of the results. 
• Focal point between any Scientific Committee/Council members and stakeholders.
• Works closely with research scientists to prevent and resolve problems, foster communication between various functional groups and identify opportunities to reduce grant administrative overheads and duplicated or unnecessary processes.
• Oversees regular meetings of grant administrators directed toward providing advice, managing divergent perspectives and resolving and preventing conflicts.
• Communicates regularly with Grant proving agencies to build knowledge and awareness of grant- related practices and opportunities.
• Works with finance staff to track fund disbursement and develop financial reports.
• Maintains grant-related reference resources including funder research files, grant application deadlines, grant reporting schedules, and other information as needed.
• Generates reports on Grants Office activities, including grant proposals and awards, to management, as and when required.
• Maintains the highest level of ethical conduct.
• Adheres to Sidra’s standards as they appear in the Code of Conduct and Conflict of Interest policies
• Adheres to and promotes Sidra’s Value.

In view of the evolving needs and opportunities within Sidra, this position may be required to perform other duties as assigned and reporting relationships may vary.

SELECTION CRITERIA

QUALIFICATIONS

ESSENTIAL 

Bachelor’s Degree in related field.

PREFERRED

Post Graduate qualifications in research, basic sciences or other relevant field.

EXPERIENCE 

ESSENTIAL

5+ years’ experience in Research and/or Grant Coordination AND Experience in the research grant management processes, coordination and writing.

PREFERRED

Ability to take initiative, work independently, and use innovative techniques and ingenuity to prepare grant applications.

Job Specific Skills and Abilities

ESSENTIAL 

Ability to work under pressure of deadlines

Demonstrated ability in supporting research projects

Demonstrated organizational skills

Knowledge of research grant application processes

Knowledge of government and non- government grant programs

Computing/IT proficiency

Fluency in written and spoken English

Knowledge of regulatory issues related to research conduct

Proven experience in grant management environment at research institution

Ability to check grants applications and to ensure compliance against requirements

Proven experience in working with PIs, different grant types and their requirements and to be able to provide valuable support to PIs

Experience in working with QNRF and funding organizations

Firm in communicating rules and required compliance issues to PI and grant applicant

Excellent communication skills

Demonstrated good level of awareness and experience in grants, research administration functions

Proficiency with Microsoft Office suite

Fluency in written and spoken English

PREFERRED

Experience with database and statistics software

Ability to perform functions with minimal training (Solid experience)

Experience in finance with statistics through work and education to support grant office functions.

Experience in preparing budget.

Fluency in written and spoken Arabic to communicate with local funding agencies