Assistant Manager (Finance & Grants), Department of Surgery

Position Title: Assistant Manager (Finance & Grants), Department of Surgery

Entity: Aga Khan University 

Location: Karachi

Chartered in 1983, Aga Khan University (AKU) is a private, non-profit, autonomous and self-governing international university and healthcare organization with 13 teaching sites, 7 hospitals and 325 outreach and other health facilities located in 6 countries over three continents. An integral part of the Aga Khan Development Network, AKU provides higher education in several disciplines, carries out a wide range of research and has campuses, programs and teaching hospitals providing world class healthcare services in Kenya, Pakistan, Tanzania, Uganda, Afghanistan and UK with over 3,000 students and more than 17,000 employees. As an international institution, AKU operates on the core principles of quality, relevance, impact and access.

As an equal opportunity employer, AKU believes in promoting a diverse and inclusive culture and is committed to adopt appropriate standards for safeguarding and promoting a respectful relationship with and between diverse workforce of its faculty, staff, trainees, volunteers, beneficiaries, wider communities, and other stakeholders with whom it works, including children and vulnerable adults and expects all employees/trainees and partners to share this commitment.

Responsibilities:

The incumbent will be responsible for day-to-day operational issues of the financial components of the department. He needs to make decisions in line with the policies and procedures to cater to the expectations of the internal and external customers keeping in view the departmental/ unit objectives. Lead financial activities of the Surgery department and provide regular and periodic reports to management. The incumbent will be responsible for:

• negotiation with the University’s various departments for timely completion of the grant checklist process.
• providing advice and guidance to PI regarding the administration of sponsored projects.
• acting as liaison between PI and Office of Research and Graduate Studies to resolve pressing concerns in time for meeting submission deadlines.
• conducting regular sessions for PI and senior research staff on dynamics and regular updates in the due diligence process.
• reviewing the proposal while considering institutional and prospective granting agencies’ requirements.
• devising advanced contracts and grants concepts to manage a high volume of proposals and sub-awards involves significant complexity and liaising with the legal department.
• keeping abreast of frequent developments in research and grants Administration fields (like CFR, AFR, etc.).
• conducting technical, management, and financial review of upcoming research proposals.
• assisting in resolving modification issues that may involve contacting a funding agency.
• reviewing specific terms and conditions to answer questions regarding the allowability of expenses.
• conducting Audit of subcontracts for appropriate allocation of funding.
• ensuring that all active projects have valid ERC may involve sending regular progress reports of the project.
• guiding faculty members on how to inform ERC regarding proposal changes and keeping ERC well informed.
• timely submission of new applications/ exemptions for the Departmental Research Committee and subsequently submitting it to ERC.
• coordinating with other departments of AKU to ensure our research grants are following the regulatory requirements.
• ensuring compliance with contract terms and conditions, practicing effective communication and control, managing contract changes, resolving claims and disputes, and eventually proper invoicing, resulting in timely payment.
• preparing and reviewing financial policies and procedures and give recommendations for implementation/improvement to the management.
• coordinating with department chair and section heads for the preparation of their departmental goal.
• providing regular and periodic reports such as Grant Variance Report (GVR), budget variance report (BVR) and financial performance (FP).
• preparing and coordinating for costing, feasibilities and working for programme and non-programme based workshops, seminars and other events.
• preparing and coordinating to monitor capital item consumptions including replacement, renovations, and staff FTE monitoring and reconciliation.
• providing budgetary approval for payment vouchers as per the approved authority matrix within specified timelines.
• processing purchase requisition, personnel requisitions and travel request as per approved budgets.
• managing both intramural grant ( urc, seed money etc ) and extra mural grants processes and financials, including DTA and MTA for intramural grants.
• ensuring that each project ends with a “closeout process” that all work has been completed, required reports have been submitted, and any outstanding financial matters have been resolved.

Requirements:

The Incumbent should have:

• a masters in Business Administration (MBA) from a recognized Institute
• preferably fully qualified CA/ACMA/ACCA or equivalent qualification in a related area.
• professional Certification in relevant field will be an added advantage.
• minimum 7-10 years' experience in relevant field.
• knowledge of Accounting Principles and IAS and good Analytical Skills.
• Adept understanding of research administration, US Federal and non-federal sponsors supporting research and educational activities, preferably in a university environment (Institutes of Higher Education).
• Sound knowledge of Federal Acquisition Regulation (FAR), Code of Federal Regulations (CFAR, USA), OMB Circulars (Office of Management and Budgeting, USA, circulars applicable to foreign universities, A-21, A-110, A-133), sponsor-specific policies, intellectual property policy, conflict of interest requirements, publication rights, contract negotiation, application of indirect cost rates and other necessary concepts and their applications in the research administration field.
• Knowledge and applicability of the new 2 CFR Part 200 (Uniform Guidance), the consolidated guidelines to manage US Federally and non-federally funded research grants.
• Knowledge and applicability of SAM (Systems of Award Management), eCommons, and other online grants submission and management ERPs of granting agencies.
• knowledge of and ability to interpret and apply sponsor, institutional, and departmental policies.
• Independently negotiates and manages research grants, cooperative agreements, and contracts with international granting agencies in line with institutional legal and regulatory requirements.
• Excellent working experience with all award mechanisms, including grants, contracts, subcontracts, cooperative agreements, sub-awards, and Purchase Orders.
• Stay updated on compliance regulations in all areas of research administration.
• Timely completion of the University’s due diligence process.

Comprehensive reference checks will be conducted.