Contracts Officer

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Job Posting

Contracts Officer

APPLICATION DEADLINE:
May 31, 2018

Job Category: Finance, Grants & Contracts

Washington, DC

Organization Summary

AIHA is a successful and growing international nonprofit organization dedicated to improving global public health through twinning partnerships and other innovative projects designed to build human resource and institutional capacity. Join our team and help us achieve our vision of quality healthcare for everyone, everywhere!

Based in Washington, DC, AIHA has representative offices in seven countries and employs some 50 individuals who manage ongoing initiatives in more than 15 countries.

As a valued AIHA employee, you will enjoy a competitive compensation and benefits package. AIHA offers an inclusive work environment committed to diversity and work/life balance, professional development opportunities, rewards and recognition for outstanding performance, and a culture that advocates community outreach and philanthropy

Description

The Contracts Officer is responsible for cradle-to-grave activities associated with the administration of AIHA’s contracts and cooperative agreements, which includes subaward administration and management, procurement, and cost proposal preparation.  The Contracts Officer delivers expertise and professional leadership in these areas, as well as establishes policy, procedures, guidelines, forms and other resources to assist AIHA’s program and finance staff, both at HQ and in the field, from proposal preparation through award implementation and closeout.  The Contracts Officer should have the ability to provide guidance to project teams on advanced contractual principles and provide mentoring in basic contractual procedures; understand cradle to grave aspect of the contracting process; and prioritize actions, manage expectations, and execute actions in a timely manner.

 

 

Responsibilities

ESSENTIAL ROLES AND RESPONSIBILITIES:

CONTRACTS ADMINISTRATION

• Review and negotiate all contracts, agreements, and amendments awarded to AIHA; identify and evaluate risks, minimize exposure, and ensure compliance from inception to closeout
• Manage all federal and non‐federal contract compliance matters
• Create project briefs to include reporting and other deliverable due dates, and any unique award requirements that must be adhered to 
• Provide regular follow‐up with assigned program and financial staff to monitor compliance, including coordinating kick‐off meetings on new agreements with relevant staff
• Develop and deliver trainings on issues of award‐specific compliance matters and general interpretation of regulations to assigned program and financial staff
• Conduct research with regards to donor regulations, internal organizational policies, and general best practices for project implementation and business development purposes
• Prepare federal and non‐federal subawards, ensuring compliance with regulations and legislation
• Provide timely and knowledgeable grants and subaward support to HQ and field offices
• Collaborate with program and finance staff to ensure pre-award and post-award subaward monitoring compliance requirements are met 
• Maintain awards and subawards tracking logs

PROCUREMENT

• Work directly with both technical and financial staff on the procurement of commodities and services over AIHA’s micro purchase threshold
• Process and approve purchase requests, ensure responsive purchasing bids or quotes are obtained, approve staff-selected vendors, and issue purchase orders, contracts or other agreements
• Collaborate with staff to prepare AIHA bid packages for distribution and selection; assist in establishing evaluation criteria and analyzing bids to determine responsiveness in accordance with AIHA’s policies and procedures
• Update and monitor AIHA’s policies, procedures, standards, and systems for contract‐related procurement for both HQ and field offices
• Process consultant agreements and maintain the consultant agreement tracking logs
• Provide relevant advice, guidance, and training to staff on AIHA’s procurement policy and related requirements
• Monitor procurement activities at HQ and in field offices to ensure compliance
• Compile and maintain HQ generated lists of qualified and reputable suppliers of commodities and services; locate competitive bidders
• Maintain the procurement and consultant agreement tracking logs

COST PROPOSALS

• Review and advise on all business development solicitations and non‐competitive proposal submissions in terms of cost/pricing proposals, cost recovery, related contractual issues
• Prepare detailed cost proposals, including budget and budget notes, and any waiver/approval requests as applicable
• Participate in the evaluation of proposals, quotations, analysis of cost factors, and negotiations with vendors, consultants and subcontractors
• Support new business development by providing grants and subcontracting strategies, pricing information, and staffing recommendations

Requirements

SKILLS AND QUALIFICATIONS:
• Bachelor's degree required PLUS a minimum of three to five years related experience in contracts, procurement and cost/pricing proposals; or equivalent combination of education and experience
• Demonstrated knowledge and ability to apply 2 CFR 200, FAR, and other relevant government regulations
• Strong attention to detail and ability to organize important contractual information and organizational agreements
• Superior communications skills (verbal and written); fluency in English required
• Demonstrated research and analytical skills
• Excellent customer service skills
• Ability to interpret award provisions for both technical and financial staff
• Able to organize, prioritize, and manage multiple tasks in a dynamic, fast-paced, and multi‐cultural  environment across time zones and at HQ
• Ability to identify and resolve problems in a timely manner
• Effective negotiation skills
• Sound and accurate judgment
• Computer literate, especially MS Word, Outlook and Excel

Application Instructions

Please submit cover letter (include salary expectation) and resume to HR@AIHA.com.

Contact Person Name

Human Resources

Contact Person Email

Disclaimer: 

Disclaimer

  • Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
  • This job description is subject to change at any time depending on the needs of the organization.