Contracts Administrator

  • Posted on 19 June 2019
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Job Description

Depending on candidate qualifications, this position may be hired at a more senior or more junior level within the Contracts Department.

Position Summary:

We are all “Contracts Administrators” in Creative’s Contracts Department. Each Administrator is an integral part of the Contracts team, supporting cradle to grave contract and subcontract administration for a wide variety of clients including the U.S. Government and other international organizations and governments. The Administrator will add value to the projects, divisions, departments, and stakeholders of the company by providing relevant, accurate, and on-time contractual management, compliance, and support services. This position will provide both project level support on award administration, and company-wide support on corporate policies, procedures, training, and templates.

Reporting & Supervision:

This position is housed in the Contracts Department, reporting to a senior contracts management administrator. The position regularly interacts with clients and collaborates with program/technical staff as well as other support division staff.

Expected Outcomes:

  • Compliance and Ethical Standards: An Administrator is expected to reinforce a culture of compliance to applicable Federal, state, client, and other regulations, as well as Creative’s policies and procedures. This objective involves standing for what is right and setting an example for the rest of the company; communicating issues that need addressing; seeking consensus on ways to move forward; and building capacity around these compliance elements.
  • Customer Service Focus through Value-added Services: An Administrator is expected to reinforce Contracts’ internal and external customer service culture, where valued-adding, solutions-oriented services are provided and shared with the rest of the company. This objective involves a) becoming sought-after advisors and partners to the rest of the company, b) managing respectful and collaborative working relationships with staff, c) offering increased capacity building and training opportunities, and d) approaching both work and colleagues with a positive attitude.
  • Innovation/Push the Business Forward: continue the ongoing process to assess, refine, streamline and improve various contracts and compliance processes to enable, support, and strengthen company operations.
  • Award Oversight: manage and facilitate prime and subaward correspondences and files for both acquisitions and assistance portfolios effectively, and build strong and positive working relationships with USAID, Department of State (DOS), and any and all other internal and external clients.

Primary Responsibilities:

While the complexity, breadth and depth of specific portfolio and department assignments (and job classification/title) will be based on experience and qualifications, all Administrators are expected to be able to perform the following general responsibilities:

  • Draft and negotiate sub-contractor/sub-recipient award documents;
  • Monitor, oversee, and support the preparation of project budgets, pipelines and realignments in support of client or company-initiated award modifications;
  • Respond to field office inquiries on contractual, award management and budget-related issues;
  • Conduct frequent research of acquisitions and assistance issues as related to USAID, DOS and other client specifications (i.e., AIDAR, FAR, ADS, 2 CFR 200, 2 CFR 228, etc.);
  • Research U.S. Government acquisitions and assistance regulations to ensure compliance specifically with the FAR, AIDAR, CFR, AAPD, FAM, FAH, etc.;
  • Analyze USAID, DOS, other client rules and regulations, prime award terms and conditions, and provide expert guidance and interpretation to project teams;
  • Assist with Headquarters’ audits as related to prime- and subaward compliance;
  • Assist with the preparation of audit documents related to prime- and subaward terms and conditions compliance as well as client rules and regulations;
  • Assist with field office internal or external audits;
  • Assist with and perform cradle to grave prime- and subaward award management;
  • Assist with the development of Contracts Department corporate training content;
  • Conduct and/or co-facilitate department training initiatives, including formal trainings, brown bags, and other opportunities as applicable;
  • Assist with the development of project and company-wide policies and procedures;
  • Provide training and guidance on USAID rules and regulations to sub-contractors/sub-recipients to aid capacity building;
  • Administer contracts/cooperative agreements/prime agreements, subawards, and facilitate all required approvals;
  • Prepare prime- and subaward extensions, modifications and amendments, supplemental funding requests, key personnel approval requests, and close-out documents, etc.; and
  • Perform other duties as assigned.

Required Skills & Qualifications:

  • Bachelor’s Degree in Business Administration, International Relations, or relevant discipline;
  • Three (3) to eight (8) years of work experience; previous project management experience under Federal Government-funded projects required; and experience administering Federal Government acquisitions and assistance instruments preferred. Experience working for a Government Contractor or not-for-profit implementer preferred over experience working directly for the Federal Government.
  • Strong knowledge of FAR, CFR, AIDAR and Federal reporting requirements;
  • Strong writing skills; demonstrated ability to craft process, policy, and justification documents;
  • Experience in financial management and budgeting is strongly preferred; demonstrated ability to budget in Excel required;
  • Strong research and critical analysis skills;
  • Meticulous attention to detail and ability to work independently;
  • Well-organized with demonstrated multi-tasking skills;
  • Strong oral and written communication skills;
  • Collaborative, friendly, and flexible work style;
  • A proactive approach to both day-to-day tasks and departmental innovation initiatives;
  • Commitment to a values-driven and culturally diverse work environment; and
  • Business proficiency in written and spoken Spanish.

Only finalists will be contacted. No phone calls, please.

Creative Associates International, Inc. is an Equal Opportunity Employer: Disability/Veteran.

Please view Equal Employment Opportunity Posters provided by OFCCP here.

About the Organization

Creative Associates International is a dynamic, fast-growing global development firm that specializes in education, economic growth, democratic development and post-crisis stabilization. Based in Washington, D.C., Creative has a field presence in more than 25 countries with a strong client portfolio that includes the U.S. Agency for International Development and the State Department, among others. Since its founding in 1977, Creative has earned a solid reputation among its clients and is well-regarded by competitors and partners alike.

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