Subcontract Management Associate

Arlington, Virginia, United States
Apply by 13 July 2018
Entry-level , Full-time staff position
Posted on 3 July 2018

Job Description

Chemonics seeks a Subcontract Project Management Associate to join the Global Health and Supply Chain Office (GHSCO) on the Finance and Compliance division. The Subcontract Associate supports the USAID Global Health Supply Chain – Procurement and Supply Management (GHSC-PSM) project through subcontract negotiation, administration, and management for all major subcontractors at the indefinite delivery/indefinite quantity (IDIQ) level, and performs tasks related to new business, technical capacity, and management. We are looking for individuals who have a passion for making a difference in the lives of people around the world.

Responsibilities include:

  • Monitors assigned subcontractors for financial, contractual, regulatory, operational and technical compliance; Advises staff on application of guidance related to subcontracts management by leveraging understanding of contractual requirements, Chemonics systems and processes, and critical thinking to find solutions in coordination with supervisor and the Prime Contracts and Finance teams
  • Tracks project spending against budget, monitors level-of-effort utilization, invoices, subcontractors’ costs, deliverables, etc., to monitor compliance with contract and Chemonics’ regulations; Issues status reports as needed
  • Gathers, tracks, and drafts reports pertaining to subcontractor budget and level of effort utilization and projections; Contributes to the preparation of the Individual Subcontract Report and other contractual reports during the specified reporting period
  • Advises subcontractors on subcontract management, financial management, sub-TO and sub-IDIQ content and analysis, labor category, and rates for relevant subcontractor personnel
  • Identifies subcontractor management and administration risks, and works closely with the GHSC-PSM IDIQ PMU Subcontracts Manager/s and Director to resolve issues
  • Drafts modifications to sub-IDIQ and sub-TO contracts
  • Develops tools and templates for efficient, effective, and compliant subcontract performance management and administration, and builds capacity of GHSC-PSM HQ and Country Team staff on subcontract administration best practices
  • Creates, updates, and manages project-related trackers and other documentation
  • Provides backstopping support to GHSC-PSM Global Supply Chain and MIS teams, or another designated team, as assigned, including promptly addressing HQ staff’s inquiries and needs, liaising with other F&C teams and Chemonics’ support divisions, providing training and support for timekeeping, travel arrangements, expense reports, assisting with coordinating cross-cutting initiatives, sourcing short-term technical and operational assistance, and providing ad hoc billable support, among other related tasks
  • Fields ad hoc project procurement requests, including drafting RFP/RFQ based on an approved template, issuing solicitation, and supporting the administration of the selection process and the execution of the agreement, under direction of supervisor
  • Recruits short-term technical assistants as needed, including communicating scopes of work, policy and allowance guidance to consultants
  • Coordinates with IDIQ teams and the project team as needed to compile agendas for PMU and project-related meetings
  • Maintains knowledge in own discipline and begins to expand versatility in international development work by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies and Chemonics’ practice networks
  • Contributes to technical practice of relevance to areas of interest or focus, sharing information and best practices learned with the company
  • Participates on proposal teams by taking on roles such as CV writer, past performance writer, expat and local recruiter, and coordinator; may mentor others
  • Performs other duties as required

Qualifications:

  • Bachelor’s degree or equivalent work experience required
  • Minimum two years of relevant or professional work experience
  • Demonstrated ability to handle routine tasks and operational issues, particularly in project, contract, or grants management (prime or sub level) in the public or private sector
  • Familiarity with critical USAID project management skills, including budget management, contractual compliance, client relations and knowledge of client, and personnel management
  • Demonstrated ability to communicate clearly and concisely in both verbal and written communications; strong cross-culture communication and sensitivity skills
  • Ability to multitask with strong attention to detail, organization, and time management in a fast-paced environment
  • Demonstrated ability to follow standard practices and procedures, receive general instruction and supervision, and contribute to projects and initiatives
  • Ability to work both independently and as part of a team
  • Strong customer service and interpersonal skills; with demonstrated ability to treat information with discretion and exhibit sensitivity and tact in communications
  • Demonstrated resourcefulness in problem-solving and initiative to learn new skills
  • Strong knowledge of MS Office applications
  • Language proficiency for geographic area assigned preferred
  • Previous experience working in international development and/or living or conducting volunteer work in developing countries preferred
  • Willingness to travel and work abroad in less developed countries for at least 4 to 8 weeks a year

About the Organization

Owned entirely by employees, Chemonics is an ISO-9001 certified international development company. For more than 40 years, we have partnered with local and international organizations to promote social and economic change around the world.

Similar Jobs