Application Open:
Full-Time
Job Purpose:
The Pre-Award Specialist at MBZUAI is responsible for the administration and execution of pre-award research support services, ensuring timely, accurate, and compliant preparation and submission of funding applications. The role supports faculty and project teams with proposal documentation, internal clearance processes, budget coordination, and sponsor submissions across all competitive internal and external funding programs. The position focuses on consistent operational delivery, data accuracy, and adherence to institutional and sponsor requirements throughout the pre-award lifecycle.
Key Responsibilities:
Pre-Award Administration & ExecutionÂ
- Administer pre-award processes for opportunity intake, proposal documentation, internal approvals, and sponsor submissions in accordance with institutional procedures, applicable across all internal and external grants and research projects.
- Coordinate the collection, formatting, and submission of proposal components, including forms, attachments, and supporting documentation.
- Maintain accurate records of proposal timelines, approvals, and submission confirmations.
- Conduct completeness and compliance checks to ensure applications meet sponsor and institutional requirements prior to submission.
- Liaise with key stakeholders and relevant teams (including Provost, Legal, Finance, Procurement, Research Ethics, and Post-Award, etc.) to obtain required inputs and approvals.
- Track proposal and award status actions, including follow-ups, clarifications, NCEs, contract amendments, and SOW updates, as required.
Proposal Coordination & Faculty Support
- Serve as an operational point of contact for faculty on pre-award administrative processes and timelines.
- Provide hands-on administrative support to faculty and research teams throughout the proposal preparation cycle.
- Support compilation of technical and administrative components in line with sponsor formats and deadlines.
- Coordinate submission logistics with sponsors and external partners, including portals and institutional sign-offs.
- Provide procedural guidance to applicants on institutional pre-award requirements and timelines.
Funding Call Administration & Tracking
- Maintain an up-to-date list of active funding calls and internal deadlines.
- Coordinate internal and external reviews and facilitate proactive communication to complete the review processes.
- Support targeted circulation of funding opportunities as directed by the line manager.
- Update institutional trackers to reflect proposal status, approvals, submissions, and outcomes.
- Prepare routine summaries on submissions, deadlines, and pending actions for management review.
- Support preparation of consolidated portfolio reports for senior management and committees at all times.
Budget CoordinationÂ
- Support preparation and collation of proposal budgets in coordination with the Post-Award team.
- Verify budget templates for completeness and alignment with sponsor formats and institutional costing requirements.
- Track revisions to budgets and justifications during internal review cycles and sponsor clarifications.
Process, Documentation & Quality Control
- Apply standardized templates, checklists, and workflows for proposal preparation and internal clearance.
- Maintain organized, audit-ready proposal files and records in institutional repositories.
- Support implementation of updated procedures, templates, and guidance materials.
- Flag process gaps, data issues, and risks to the line manager for resolution.
Systems Support & Use
- Use designated systems and tools (including GMS, CRM, RIS, etc.) to record proposal data, route approvals, track project progress, outcomes, etc.
- Support user testing, data validation, and issue logging for pre-award workflows as required.
- Maintain data accuracy in institutional pre-award trackers and systems.
Other Duties
- Carry out all other duties as reasonably directed by the manager that are commensurate with these functional objectives.
Academic Qualification:
- A Bachelor’s degree in Business Administration, Public Administration, Science/Engineering, or a related discipline.
- A postgraduate degree is preferred, but not mandatory.
Professional Experience:
Essential
- Minimum of 4-5 years of experience in research administration, grants coordination, or proposal support within a higher education or research environment.
- Demonstrated experience administering proposal submissions and coordinating institutional approvals.
- Strong attention to detail and ability to manage multiple concurrent deadlines.
- Working knowledge of sponsor application processes and institutional compliance requirements.
Preferred
- Experience using grants management or research administration systems.
- Exposure to multi-partner or international research submissions.
- Familiarity with financial documentation and basic proposal budgeting processes.
