Job Purpose

The Head of Base Funds and Grants Management plays a critical role in supporting the strategic financial and
operational goals of the organization by overseeing the full lifecycle of all internal and external funding programs
and grants. This includes comprehensive management of the administrative processes, financial oversight, performance
assessment, and reporting for each program. The Head ensures that all sponsored programs are effectively managed to
optimize resource utilization, adhere to regulatory and sponsor requirements, and support the organization’s
research priorities and goals. This role reports to the Associate Director of Base Funds and Grants Management and
operates under the guidance of the Director of Research Finance & Operations and the Vice President of Research.

Functional Key Responsibilities:

1. 1- Collaboration and Stakeholder Engagement:
   • Contribute to the Research Organization strategy through annual and project budget plans.
   • Support in the development of the Research policies and procedures related to grants management in line
     with the university’s objectives to promote leading practices and excellence.
   • Oversee & manage grants (internal and external) budgets and provide reports on a timely basis to ensure
     that divergences are addressed promptly.
   • Drive innovation in grants management processes and systems.
   • Supervise, manage, and support team members, including the drafting of policies, procedures, processes,
     systems, and data management.
   • Develop and advise on best practices, policies, procedures and processes for financial management of
     internally and externally sponsored grants.
   • Oversee administrative functions for internal and external research projects including monitoring of
     research financial performance.
   • Oversee, monitor, and track progress of internal/external grants and contracts.
   • Contribute to the development/enhancement of systems and processes to review actual vs. planned
     expenditures at the individual project level with the Principal Investigators and report variances to
     management, and others as required.
   • Review documentation regarding cost transfers, reports, and other university or funding entity reports
     as required.
2. 2- Resources Management:
   • Develop plans and reports aligned with funds and grants budgets to evaluate and meet project needs for
     human, physical, and other resources. intervening rapidly and proactively to address any identified
     performance gaps, if necessary.
   • Ensure human resources planning is conducted and continuously reviewed in line with budget and grant
     funding to ensure optimal staffing across divisions to achieve MBZUAI’s strategic and operational goals.
   • Establish performance objectives for direct reports, manage and monitor performance, and perform
     appraisals in accordance with MBZUAI policies and procedures.
   • Undertake succession planning for direct reports for key roles and liaise with the Human Resources
     Department to identify and provide for staff learning and development needs.
3. 3- Compliance and Documentation Management:
   • Ensure operational compliance and continuously evaluate improvement opportunities across all services in
     line with Key Performance Indicators and budget expenditure plan(s).
   • Manage the collection and processing of necessary documentation from all funding budgets, ensuring
     accuracy and confidentiality.
   • Maintain an organized database of funding budget reports for easy access and reference.
4. 4- Other Duties:
   • Perform all other duties as reasonably directed by the line manager that are commensurate with these
     functional objectives.

Operational Key Responsibilities:

1. 1- Institutional Strategy:
   • Support the section’s operational plans to facilitate efficient operations and ensure the achievement of
     MBZUAI’s strategic objectives.
   • Ensure timely provision of data and reports to management and recommend operational improvements to
     support planning, decision-making, and continuous improvement.
   • Monitor monthly and quarterly performance results, identify areas for remediation, and if required take
     prompt, corrective action to meet division and MBZUAI goals.
   • Ensure section priorities and plans fully align with department and divisional objectives.
2. 2- Financial & Organizational Management:
   • Manage the section budgeting process in compliance with MBZUAI’s VP of Research and finance department
     directives, policies, processes, and timelines.
   • Effectively manage resources and report on the section budget; identify, account for, and report budget
     deviations; and take prompt, corrective action to ensure section goals are achieved within budget
     parameters.
   • Contribute to accurate demand planning by analyzing and providing section data and information to inform
     accurate forecasting of resource requirements.
   • Model and promote cross-collaboration between MBZUAI departments.
   • Lead on business change and continuous improvement by identifying opportunities and new requirements
     including improvements in IT- and AI-enabled processes, data reporting, and analytics.
   • Develop, implement, and oversee section policies and procedures that align with MBZUAI’s goals and
     ensure efficient, effective, and compliant operations.

Academic Qualifications

• Bachelor’s degree in a relevant field (e.g., business administration, accounting, research management).
• Master’s degree in a related field is preferred.

Essential Professional Experience

• 10 years of progressive experience in research/grants administration or financial management and
  planning in higher education.
• A strong understanding of research environments and funding processes in higher education or research
  institutions.
• Proven track record of managing grant funding processes, including application preparation, budget
  justification, and post-award administration.
• Strong understanding of compliance and regulatory frameworks related to research funding, grants, and
  institutional financial operations.
• Experience in leading and mentoring financial and administrative teams to achieve operational objectives and
  foster professional development.
• English working proficiency.

Preferred Professional Experience

• Previous experience collaborating with faculty and researchers to support grant applications and budgetary
  requests, demonstrating an understanding of the academic research lifecycle.
• Familiarity with project management principles and the ability to implement best practices in project finance
  and administration.
• Experience in establishing relationships with external stakeholders, including funding agencies, industry
  partners, and regulatory bodies, to facilitate research opportunities and compliance.
• Exposure to technology and innovation in financial operations, including implementing new financial systems or
  tools that enhance data analytics and reporting capabilities.
• Record of developing and executing strategic initiatives to improve finance and administrative functions,
  contributing to the overall effectiveness of research support services.
• Experience in conducting audits and evaluations to ensure financial integrity and compliance with institutional
  policies and regulations.
• Arabic working proficiency.