Junior Study Administrator – Zambart

Job Description

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JOB OPPORTUNITY

Zambart is an independent Zambian research organization whose headquarters is at the University of Zambia’s Ridgeway Campus in Lusaka. Zambart is globally renowned for its interdisciplinary research on HIV and Tuberculosis and has contributed to HIV and TB policy and practice at national and global levels.
Zambart’s research portfolio now includes a broader scope of urgent public health issues. Zambart staff form an interdisciplinary team with a range of expertise including epidemiology, clinical science, social science, laboratory, operations research, health systems and services research, health policy analysis, health economics, health communication and counselling.

Zambart’s vision is to conduct quality interdisciplinary health research on issues of public health importance Zambia and contribute to improving health policy and practice leading to better health for all.

Our mission is to contribute to global public health policy and practice through the generation of an evidence-based by conducting high-quality health research in Zambia.

To support our wide range of research activities, we are looking for an ambitious, suitably qualified candidate to fill the following exciting position that has arisen:

Position: Junior Study Administrator (01)
Reporting To: Study Administrator
Job Location: Lusaka

Job Summary
The Junior Study Administrator will provide administrative, financial advice and support to Principal Investigators and project staff during grant writing and implementation of ongoing grants/ studies. S/he will manage grants and contracts providing pre-award support to Principal Investigators applying for funding through a variety of funding agencies. S/he will provide analytical and financial support in developing the proposal and subsequently in processing contracts and grant administration. S/he will act as liaison between PI and funding agency. S/he will be involved in activities associated with managing research efforts by performing some or all the following: coordinating and developing a final proposal in accordance with Zambart and agency requirements, administering and monitoring contract and grant awards, including subcontract/sub award administration in compliance with regulations, terms and conditions.

Roles and Responsibilities will include but are not limited to:

• Oversee and manage the contracting processes between Zambart and the partners/ funders.
• Collaborate with the Business Development Manager on grant income and grant expense.
• Gathers statistics required by funding sources.
• Assists the Principal Investigators in monitoring measurable outcomes as required by funding sources.
• Coordinates with the Deputy Director of Research regarding funding efforts.
• Manage selection and contracting suppliers and consultants in collaboration with the Principal Investigators in line with Zambart policies.
• Ensure regular liaison with the partners to resolve any contractual issues in a timely manner.
• Compile project and financial data related to the grants.
• Ensure that systems and internal controls are in place to effectively manage, monitor, and report on grants.
• Review grant closeout functions as required by a specific grant and communicate with respective project staff.
• Compare donor policies with those of Zambart to ensure that all donor requirements are met.
• Monitor budgets and the adherence to individual guidelines and perform variance analysis identifying areas of concern that need resolution.
• Managing timelines and deliverables.
• Perform any other duties as assigned.

Essential Academic and Professional Requirements

• A bachelor’s degree in business administration, project management, public administration, or a related field.
• At least 3 years of experience in grant administration, research project management, or donor-funded programs.
• Strong knowledge of grant funding regulations and compliance requirements for research institutions.
• Experience in developing and monitoring budgets for research or donor-funded projects.
• Experience in grant proposal writing and reporting.
• Experience with quality assessment of projects
• Proficient in MS Office (Word, Excel, PowerPoint) and grants management systems.
• Ability to handle multiple projects, meet deadlines, and work collaboratively with research teams.

Desirable

• Ability to communicate at all levels in the organization both verbally and in writing and with strong interpersonal skills
• A team player
• Good planning skills/follow up on own work
• Attention to detail and good organization skills
• Ability to work with little supervision

How to apply

Applicants meeting the criteria for the above jobs should send their latest CVs, three traceable references contacts, and a cover letter outlining clearly how they meet the above criteria to: The Head of Human Resources, Zambart Head Office, Ridgeway Campus, P.O Box 50697, Lusaka or send your application via email to jobs@zambart.org.zm

Closing Date:
The closing date for the receipt of the applications will be 28th February 2025.

Only short-listed candidates will be contacted.