Contracts Officer

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Job Posting

Contracts Officer

APPLICATION DEADLINE:
January 05, 2018

Job Category: Finance, Grants & Contracts

Washington, Dc.

Organization Summary

American International Health Alliance 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

POSITION SUMMARY: The Contracts Officer is responsible for developing and maintaining contract administration policies and procedures across the organization, including the oversight and review of contract and subcontract documents. The incumbent ensures that all contractual agreements are in accord with U.S. Government regulations as stated in the Federal Acquisition Regulations (FAR) and 2 CFR 200. In this capacity s/he will focus on systems, processes and capacity development, and RFP responses. S/he will provide HQ and field staff with direct support, information, and analysis to help improve their skills in contracts management. This individual will work closely with both technical and finance staff to assure compliance with procurement regulations in HQ and field. S/he will prepare detailed cost proposals, including reviewing and responding to business development solicitations and related contract provisions, as well as be responsible for reviewing negotiated consultant daily rates and subcontractor budgets, and preparing salary rate approval requests, waiver requests, and other related communications.

 

 

 

Responsibilities

CONTRACTS ADMINISTRATION

• Prepare federal and non‐federal contracts and contract amendments, ensuring compliance with regulations and legislation
• Manage all federal and non‐federal contract compliance matters, including sub‐ awards
• Review and negotiate all contracts, agreements, and amendments awarded to AIHA; identify and evaluate risks, minimize exposure, and ensure compliance from inception to closeout
• Provide timely and knowledgeable grants, contracts, and procurement support to HQ and field offices
• Create project briefs to include reporting and other deliverable due dates, and any unique award requirements that must be adhered to (e.g., source origin restrictions, travel restrictions, etc.) 
• Provide regular follow‐up with assigned technical 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 technical and financial staff
• Conduct research with regard to donor regulations, internal organizational policies, and general best practices for project implementation and business development purposes
• Collaborate with program staff to ensure all contractors and vendors conform with the provisions set forth in all organizational awards 
• Confirm that all vendors and contractors processed through the Contracts Office have undergone the necessary Sam.gov checks in line with AIHA policy
• Keep track of all contracts that have not been signed and returned and ensure proper follow‐up

PROCUREMENT

• Update and monitor AIHA’s policies, procedures, standards, and systems for contract‐related procurement for both HQ and field offices
• Maintain AIHA’s procurement policy and provide relevant advice, guidance, and training to staff on said policy
• 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
• Ensure responsive purchasing bids are obtained, review price quotes, approve staff-selected vendors, and issue purchase orders
• Monitor procurement activities at HQ and in field offices to ensure compliance
• Work directly with both technical and financial staff on the procurement of commodities and services over AIHA’s micro purchase threshold, including working closely with AIHA staff in our field offices
• Collaborate with HR and Program staff to facilitate personal effect shipments of expatriates traveling to or from post within organizational guidelines 
• Compile and maintain HQ generated lists of qualified and reputable suppliers of commodities and services; locate competitive bidders
• Maintain the procurement tracking logs
• Process consultant agreements and maintain the 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 FAR, 2CFR 200, 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 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

HR@aiha.com