Senior Specialist - Contracts

  • Posted on 6 May 2019
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Job Description

Summary

Working closely with the Save the Children (SC) Department of Global Health (DGH) team, Country Offices, and Finance staff, the Senior Specialist, Contracts Management leads all DGH contract management efforts for active contracts, supports proposal development for contracts and task orders, and assists in developing contract systems and procedures to ensure the effective flow of resources to Save the Children International (SCI) and other SC members.

What You’ll Be Doing (Essential Duties)

Manage Awards/Contracts Portfolio (55%)

  • Serve as main point of contact on assigned contracts with Country Offices (COs) and SC US stakeholders (i.e., TA providers, program officers, other Business Teams, Finance, Grants and Contracts, HR, etc.)
  • Act as the key point of contact with donor on resources provided to SCI and ensure timely and effective communications to inquiries regarding contractual obligations.
  • Provide continual monitoring to ensure contractual obligations are being met, working with COs and Home Office (HO) Finance to ensure expense charges are allowable, allocable, and reasonable, and in accordance with the Federal Acquisition Regulations (FAR) and the USAID Acquisition Regulation (AIDAR).
  • Assist in contract start-up and closeout, including contracts management capacity building for HO and CO staff as needed; provide guidance to COs regarding the acquisition and disposition of equipment during the start-up and closeout phase of projects.
  • Review and approve documentation for submission to Contracting Officers, including requests for approval for: international travel, biodata sheets, salary justifications, local compensation plans, TCN/CCN waivers, source/nationality waivers for restricted commodities, key personnel changes, purchase of non-expendable items, annual inventory reports, limitation of funds/cost notification submissions, budgets/cost proposals for realignments or task orders, staff allowances, and other documentation for which prior approval is required.
  • Perform on-going project audits for required HO and CO documentation and address potential findings as required.
  • Work with Finance and relevant technical staff leads to monitor monthly budget versus actual expenditures in COs and HO including charges such as personnel/level of effort (LOE), travel, consultants, and subcontracts, and troubleshoot as needed.
  • Draft procurement documentation, including RFQs/RFPs, evaluation memos, negotiations, and sole source justifications.
  • Assist with budget planning/forecasting; prepare pipeline budgets; compile and analyze budget submissions.
  • Prepare responses for Contractor Performance Assessment Reporting System (CPARS) and to any inquiries/questions from the USAID Contracting Officer’s office.
  • Support the department/agency to maintain knowledge management systems (ensuring award files are kept up to date in consistent manner to support backstopping and handover).

Partnerships (10%)

  • Act as liaison between SC and subcontractors.
  • Support the development and management of subcontract agreements with COs, SC Member countries or partners as needed, ensuring compliance with client regulations and agency policies.
  • Review subcontractor invoices to ensure that all costs are in accordance with subcontract requirements.

Donor Reporting (25%)

  • Facilitate communication and ensure timely, accurate reporting to donors; coordinate response to donor queries when needed.
  • Submit monthly subcontracting reports in accordance with FFATA as well as Small Business Reporting, as applicable.
  • Review interim and final donor reports ensuring contractual compliance.

Public Resource Development (10%)

  • Perform cost/price analysis of subcontractor bids and proposals.
  • Support the process of developing and submitting cost proposals in collaboration with SCI and relevant partners.
  • Draft sections of cost proposals (budget narrative, etc.) as assigned.
  • Draft, edit and coordinate staffing documents for proposals (biodatas, CVs, bio statements, skills matrices, etc.)
  • Support the department/agency to maintain knowledge management systems around resource development.

Required Qualifications

  • Minimum 5-7 years’ experience in managing USAID-funded contracts (firm fixed price, time and materials, and cost reimbursable).
  • Bachelor’s degree or equivalent relevant experience required.
  • Professional level of technical or managerial knowledge, skills, and experience to provide the technical and management support related to various size contracts or awards.
  • Knowledge and mastery of federal acquisition laws and regulations, including Federal Acquisition Regulations (FAR) and USAID Acquisition Regulation (AIDAR).
  • Experience in budget development and management including annual budgeting, forecasting, and projections.
  • Experience in tracking, reviewing, analyzing and summarizing financial information, and preparing contract financial reports.
  • Demonstrated financial management, planning, and analytic skills; ability to think critically, strategically, and operationally.
  • Strong interpersonal skills and the ability to work both independently and as a team member with diverse HO, CO, and partner agency staff.
  • Strong written and verbal communication skills.
  • Intermediate to advanced Excel skills.
  • Ability to travel overseas to conduct staff training and provide contract management assistance to SC COs up to 20% time.

Preferred Qualifications

  • Master’s degree in a relevant field.
  • Professional proficiency in French.

What’s In It for You

  • Aetna Medical and Dental insurance with a concierge service
  • Health Care and Dependent Care Flexible Spending Account
  • Vision Insurance
  • Life insurance
  • Employee Assistance Program
  • Commuter Benefit Program
  • Vacation and Sick leave
  • Paid holidays

What makes us special!

  • Generous Retirement Savings with matching company contributions of up to 8%
  • Family Leave – 10 additional days of paid time off for you to use to care for your family members
  • Additional Maternity and Paternity Leave – 30 days where parents can take additional paid leave (beyond short-term disability and FMLA) at the birth or adoption of a child during that critical first year!
  • Critical Child Illness Leave – We hope you never have to use it, but we will provide an additional 30 days of paid leave per year should your dependent child be faced with a critical illness.
  • Pet Insurance, Critical Illness Insurance, Identity Protection, Home, Auto and additional Life insurances
  • Summer Fun Fridays – During the summer months, early release at 1:30 pm every other Friday!
  • Volunteer Day – One paid day a year to support the causes that matter to you!
  • Ergonomic Options – Every employee at our HQ offices has the option of a sitting/standing desk
  • Leadership and Employee Development Training, including:
  • Our remarkable in-house CORE, Senior Management Development, and Leadership Development Programs
  • Language learning opportunities
  • Continuous Improvement skill development programs
  • Brown Bag information sharing sessions
  • Work hard/Play hard! We make sure there’s ample opportunity for fun, engagement, and celebration while you work, such as networking events, March Madness, World Cup, Dodgeball Tournaments, Take Your Child to Work Day, Founder’s Day, and our annual Day of Service

About the Organization

Save the Children believes every child deserves a future. In the United States and around the world, we give children a healthy start in life, the opportunity to learn and protection from harm. We do whatever it takes for children – every day and in times of crisis – transforming their lives and the future we share.

Save the Children is committed to conducting its programs and operations in a manner that is safe for the children it serves and helping protect the children with whom Save the Children is in contact. All Save the Children representatives are explicitly prohibited from engaging in any activity that may result in any kind of child abuse. In addition, it is Save the Children’s policy to create and proactively maintain an environment that aims to prevent and deter any actions and omissions, whether deliberate or inadvertent, that place children at the risk of any kind of child abuse. All our representatives are expected to conduct themselves in a manner consistent with this commitment and obligation. Any violations of this policy will be treated as a serious issue.

We provide equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, gender identity or expression, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran. Save the Children complies with all applicable laws.

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