Senior Associate, Contracts And Procurement Services

Company: Pew Charitable Trusts

Location: Washington, DC

Job Function: Finance


Background

The Pew Charitable Trusts

Summary

The Senior Associate, Contracts and Procurement Services reports to a Manager/Associate Manager, Contracts and Procurement Services. The team’s primary responsibilities are to work with Program teams to develop and execute grant and fee-for-service agreements. The Senior Associate is the primary contact for a diverse portfolio of Trust Operated Projects (TOPs) that are more complicated than TOPs assigned to Associates. The Senior Associate ensures agreements are completed within the service level agreements; are of a high professional standard; are negotiated; contain deliverables that are clear; payment schedules are appropriate; terms are appropriately negotiated; and the agreement mitigates risks to Pew. The Senior Associate completes competitive bids for his/her respective TOPs as needed. This role requires the candidate to develop an understanding of institutional and program-specific policies and procedures, foster strong relationships across program and functional areas, communicate regularly with providers, and maintain knowledge of the organization.

Responsibilities

• Works proactively to determine when there is a need for a contract, contract extension, amendment, or renewal; support vendor selection as needed.
• Leads competitive Request for Proposals/Quotes/Information (RFX) process to facilitate provider selection, due diligence and risk management evaluation and reporting. This may include: referring to an established list of preferred providers by service type, including past performance, to help inform vendor selection; developing strategic and/or preferred provider sourcing plans, in consultation with buyers when asked; developing proposal solicitation strategies and managing voluntary RFX processes; and, coordinating the distribution and/or collection of vendor due diligence information, including self-certification forms and domestic and international tax identification documents.
• Ensures deliverables and statements of work comply with Pew policies and are clear.
• Ensures agreement budgets have been negotiated and are reasonable.
• Leads purchase requisition process, including: confirming budget availability, source of funding and proper coding; providing market pricing information in support of price negotiations; helping to properly document how contract budgets are derived; assisting with writing basic scopes of work and deliverables when requested and linking payment schedules to deliverables when appropriate; providing consultative services to program, subject matter experts and vendors; and, evaluating requisition packages for completeness and proper pre-approvals and sign-offs.
• Creates contract and grant packages, including: obtaining all necessary and relevant documents from the vendor; creating complete, accurate and properly-coded contract and grant agreements, purchase orders and related fee and expense line items; performing quality assurance checks; facilitating the review, approval and execution of final contract and grant documents by authorized Pew and vendor signers; properly archiving documents; ensuring Pew’s information systems contain complete and accurate vendor, procurement, contract and chart field coding information; sending contracts to designated vendors; and, properly archiving the approved contract package.
• Reviews documents for compliance with Pew’s policies and procedures.
• Mentors junior staff.
• Participates in special projects and analysis as needed.

Requirements

• Bachelor’s degree required or equivalent experience.
• A minimum of four years of relevant contracting, procurement and grants administration experience with nonprofits, for-profits and/or universities in a complex and fast-paced environment.
• Certified procurement, contracting or equivalent professional designation preferred; and knowledge of contract law preferred.
• Experience creating contractual arrangements: (i) that may be funded by multiple donors and supporting numerous programs; (ii) with domestic and international vendors and denominated in U.S. dollars and foreign currencies; (iii) with lobbying considerations; and, (iv) with nonprofit organizations that require basic knowledge of tax exempt law.
• Expertise in negotiating price, terms and conditions for domestic and international contracts, and in designing a strategic sourcing strategy in collaboration with requestors, including leading complex RFP activities.
• Experience adhering to service-level agreements, agreed-upon cycle-times and customer expectations, including demonstrated experience helping to reduce cycle-times and improve process efficiencies without negatively impacting the quality of the outcome.
• Strong financial management experience, including developing budgets and pricing detail in support of work plans, fees and expenses; generating reports and analyzing, interpreting and communicating financial data and information; and, familiarity with basic accounting, costing and overhead allocation principles.
• Knowledge of and demonstrated proficiency in the use of the Microsoft Office suite of products (specifically Word and Excel) and electronic calendar systems (specifically Outlook).
• Self-directed and accepts full responsibility for completing assignments and resolving issues. Ability to think proactively, take initiative and see tasks through to completion with appropriate follow-up.
• Strong problem-solving and analytical skills.
• Keen attention to detail and outstanding organizational skills. Ability to balance multiple priorities, organize time and work autonomously on discrete projects.
• Strong written and oral communications skills, including demonstrated ability to summarize complicated issues in a clear, effective writing and presentation style.
• Ability to work professionally and collegially within a creative, fast-paced and corporate culture that emphasizes excellence and teamwork.
• Strong interpersonal skills, including the ability to develop and manage productive relationships with staff, consultants and partners. The ability to work collaboratively with various departments, individuals and external partners.

Travel:

This position does not require travel.

Compensation and Benefits

We offer a competitive salary and benefit program, including: comprehensive, affordable health care through medical, dental, and vision coverage; financial security with life and disability insurance; opportunities to save using health savings and flexible spending accounts; retirement benefits to help prepare for the future; and work/life benefits to maintain a good balance.

The Pew Charitable Trusts is an equal opportunity employer, committed to a diverse and inclusive workplace. Pew considers qualified applicants for employment without regard to age, sex, ethnicity, religion, disability, marital status, sexual orientation or gender identity, military/veteran status, or any other basis prohibited by applicable law.

How to Apply

https://www.click2apply.net/DozZa5cJwRxMF8kRI2qaO

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