The Contracts Officer (CO) provides contract compliance, management, and administration support services to assigned Country and Project portfolios. Activities include monitoring and ensuring compliance with contract terms and conditions, contract negotiation and management, subcontract administration, and supporting proposal submissions as required. In addition, the CO provides training to project and support staff in contracts compliance, various donor regulations, and MSH policies and Standard Operating Procedures. The CO is aware of, adheres to, and educates staff on the MSH Code of Business Ethics and Conduct in all activities. International and domestic travel may be required.
Contract Management (50%)
- Assume responsibility for contract management functions for assigned country/portfolio of projects.
- Manage the contractual compliance and implementation processes from award through close-out of a multi-country and multi-portfolio of contractual agreements (Contracts, Cooperative Agreements, Grants).
- Work closely with the Project Director to communicate with the donor Contracting Officer in the management of prime awards and/or subawards issued to MSH.
- Negotiate modifications to prime awards and subawards issued to MSH ensuring regulatory requirements, terms and conditions are acceptable to MSH.
- Finalize pending cost proposal with donors, and negotiate terms and conditions of resultant award as applicable.
- Prepare and submit donor specific approval/deviation/waiver requests.
- Ensure compliance with terms and conditions of prime awards (Contract, Cooperative Agreement, Grant) and subawards (subcontracts, subagreements) issued to MSH.
- Provide a summary presentation of award requirements and regulations (“Contracts Readings”) to project staff at the beginning of each project, and periodically as required.
- Establish and maintain a positive working relationship with USAID, other donors, and Project staff, ensuring a client-service approach.
- Assist program and finance staff in formulating Project response to donor’s requests and identify issues that require prior donor approval.
- Coordinate with, and provide support to, the project team, which monitors technical deliverables and performance.
- Disseminate contract information and interpret contract terms and regulations and advise and guide staff during negotiations in collaboration with other technical units as appropriate.
- Review and update Project staff on policies and procedures to ensure compliance with up-to-date donor (USAID and other donor’s) regulations, in collaboration with other technical units, as appropriate.
- Serve as an on-call resource for the project regarding contractual issues, as well as monitor and disseminate USAID regulatory and contractual updates.
- Negotiate compensation rates for consultants proposed to work on projects.
Subaward/Subcontract Administration (30%)
- Assist project teams in the preparation of subaward solicitation documents, and assist in management of the solicitation process when required.
- Review preaward survey results, and assist project teams to create and maintain the subaward compliance monitoring plan.
- After completion of the delegation process, develop, negotiate, and sign subawards and modifications, including determining any special conditions based on the risk analysis.
- Develop amendments to subawards in accordance with regulatory changes, or changes resulting from reductions or increases to the scope of work.
- Perform integrity checks for subaward budgets for increase or decrease in scope of work and internal purpose and/or end of project pipeline budget.
- Educate subawardees on donor regulations, monitor compliance with the terms and conditions of the subaward, perform spot checks, and provide follow up training as necessary.
- Responsible for monitoring regulatory mandated reports and disclosures from subawardees/subcontractors.
Qualifications and Experience
- Finalize pending cost proposal with donors and negotiate terms and conditions of resultant award/subaward as applicable.
- Actively identify and provide guidance to project and support staff on operational solutions or approaches available to be compliant with donor (USAID or other) regulations and MSH policies.
- Provide guidance and resolution to a diverse range of complex issues.
- Interpret terms and conditions; advise on regulatory requirements.
- Facilitate the additional communication or review required with the appropriate compliance oversight offices in headquarters, as needed, to ensure timely resolution of compliance concerns.
- Research and document Federal Acquisition Regulation (FAR), Agency for International Development Acquisition Regulation (AIDAR), and 2 CFR 200, and maintain documentation and files for reference. In addition, perform research and prepare written responses to questions posed by internal stakeholders (for example: allowable costs, compliance with regulations, etc.).
- In coordination with the appropriate compliance offices in headquarters, prepare initial responses to internal and external audit questions. Final responses to external audit questions must be submitted to the Director of Internal Audit for review and submission.
- Actively maintain professional competency levels through research on changes in donor regulations, MSH policies, and provide updates and training to project counterparts on key issues.
- Responsible for the distribution of contract related information and the maintenance of contract files for assigned projects.
- Attend Corporate Contract Office staff meetings (virtual), and present on assigned topics as required.
- Perform additional duties as assigned.
- Business Administration degree or relevant discipline, and contracts management certification.
- Minimum of 6 years’ experience managing contracts compliance in organizations of similar scale as MSH.
- Experience working for international organizations with U.S. government (i.e. USAID and CDC) funding strongly preferred.
- Demonstrated success in contract management and support in challenging compliance environments.
- Prior work experience with non-U.S. government donors and foundations is a plus.
Knowledge and Skills:
- Strong knowledge and understanding of U.S. Government procurement processes, contracting procedures, regulations, and policies (i.e. FAR, AIDAR, CFR, OMB Circulars).
- Strong analytical and computer skills required.
- Ability to write clearly and concisely.
- Strong organizational skills for managing and coordinating a variety of tasks simultaneously.
- Excellent interpersonal skills and demonstrated ability to interact professionally with culturally and linguistically diverse staff, clients, consultants, and contractors.
- English fluency required (including speaking, writing, understanding, and reading). Professional proficiency in additional languages (French, Spanish) is a plus.
- Ability to work both independently and within a team-oriented environment.
- Ability to assess priorities and manage a variety of activities with attention to detail.
- Firm understanding of, and sense for, the importance of paying attention to detail.
- Ability to provide solutions to a diverse range of complex problems.
- Ability to use judgement within defined policies and practices.
- Ability and availability to travel as needed.
- Office environment including keyboard use, pulling drawers, lifting papers <10lbs.
About the Organization
Management Sciences for Health, an international nonprofit organization, is dedicated to closing the gap between what is known and what is done about public health problems. MSH saves lives and improves health by helping public and private organizations throughout the world to effectively manage people, medicines, money, and information. Working from more than 30 country offices and our US headquarters, our staff from 65 nations is highly regarded for its technical expertise, integrity, and commitment to making a lasting difference in health.
Management Sciences for Health (MSH) is a nonprofit international health organization composed of more than 2,000 people from 73 nations. Their mission is to save lives and improve the health of the world’s poorest and most vulnerable people by closing the gap between knowledge and action in public health. Together with their partners, they are helping managers and leaders in developing countries to create stronger management systems that improve health services for the greatest health impact.
MSH takes an integrated approach to building high-impact sustainable programs that address critical challenges in leadership, health systems management, human resources, and medicines. Simply put, they support stronger health systems for greater health impact.
Their expertise in these areas falls into the broad categories of management functions—for example, leadership and governance or pharmaceutical management—and health areas like tuberculosis or maternal, newborn, and child health. They apply their expertise by
- Partnering with governments, local organizations, and communities in developing nations to build their own capacity for long-term health impact;
- Providing global leadership in critical areas of health management and health care delivery;
- Bringing the best of MSH from around the globe to the people we serve, working as One MSH with a focus on lasting health system improvements.
Leadership, Governance, & Management
They work with in-country partners to build stronger health systems to improve:
- the management and leadership of priority health programs, health organizations, and multisectoral partnerships such as The Global Fund to Fight AIDS, Tuberculosis and Malaria, developing a critical mass of managers at all levels of the health system who can lead and inspire teams to achieve results;
- the management systems of health organizations in the public and private sector, transferring practical approaches and skills to ensure that management structures contribute to sustainable organizational success;
- the governance and management of health organizations and multisectoral partnerships, facilitating change and transferring knowledge to enable organizations to administer their resources efficiently and scale up their services.
Health Service Delivery
MSH combines extensive public health expertise, proven service delivery approaches, and evidence-based interventions in five critical areas:
- HIV & AIDS
- Maternal, newborn, and child health
- Family planning and reproductive health
- Other communicable diseases, including malaria and pandemic and avian influenza
Human Resources for Health
MSH helps governments develop multisectoral strategies and policies to plan and manage their health workforces. We use a comprehensive approach that addresses all the facets of human resources for health needed to achieve an adequate supply of well-trained and motivated health workers. MSH offers capabilities in leadership, human resource management, education, partnerships, policy, and finance to achieve these goals.
Vital to our success is a participatory approach to project design and implementation, which cultivates broad-based support from all stakeholders. We also build and improve infrastructure and local capacity to effectively purchase, store, deliver, and use quality essential medicines.
Health Care Financing
MSH helps governments and NGOs assess their current financial situation and systems, understand service costs, and develop initiatives to use existing funds more effectively and generate additional revenue—all with the goal of supporting a nation’s health priorities.
MSH has developed proven methods for rapidly strengthening the analysis and use of existing health data—normally at the province, district, and facility levels—without revising existing recording and reporting requirements. With an emphasis on learning through action, district teams undertake assessments of health services, identify gaps in performance, and design solutions to support better decision-making and, therefore, better management of improved services.
MSH has worked closely with the Health Metrics Network of the WHO to develop a comprehensive approach for enhancing the performance of health information systems and data by employing a practical, strategic planning process that can be carried out by national working groups.