The Finance Department
Pew’s Finance department is committed to serving as an excellent steward of financial resources; providing accurate, reliable, timely and cost effective finance and procurement related products and services; and delivering extraordinary customer service on a sustained basis. The Finance department is comprised of Institutional Finance, Operations Finance, Program Finance and Procurement and Contracts Services and desires to ensure each position is fully aligned with Pew’s mission, strategic priorities and results-oriented culture; and filled by a person with the competencies, skills, experience, and adaptability necessary to deliver extraordinary results.
Central Procurement Unit
Pew is in the process of developing and implementing a newly centralized procurement and contracting unit called Procurement and Contract Services that will be housed within the Finance Department. This new unit is comprised of four primary areas Institutional Procurement, Program Contracts, Operations Contracts and Quality Assurance. The new unit provides procurement and contracting services to internal Pew customers who desire to purchase a wide-range of specialized services from domestic and international vendors in addition to low-risk commodity-type goods and services. The mission of the new unit is to collaborate with program and operations staff to procure desired goods and services at a reasonable price and in a manner that is consistent with established Pew policies, procedures and cycle-time targets.
The manager, Program Contract Services reports to the senior manager, Procurement and Contract Services and is based in Washington, DC. This new position is responsible for leading and managing a team of up to nine procurement and contract professionals. The manager will leverage the strategic benefits of a centralized procurement and contracts unit to help lead and manage the transformation of Pew’s disparate purchasing and contracting activities into a centralized shared-services unit capable of delivering high quality, predictable and transparent procurement and contract services to each of Pew’s program areas on a sustained basis consistent with industry best practices, service level agreements and established policies and procedures.
The ideal candidate will possess demonstrated experience (i) managing a change initiative involving the centralization and/or streamlining of the procurement or contracting functions to yield a more efficient and effective process; (ii) leading and managing the procurement of specialized and commodity-type goods and services from domestic and international vendors and the administration of grants; (iii) ensuring compliance with procurement and contracting policies, procedures and service level agreements; (iv) negotiating contract pricing, terms and conditions; (v) providing advice on how to write clear and concise scopes of work and deliverables and linking payment schedules to deliverables when appropriate; and (vi) using a purchase/travel card program and non-contract purchase orders to procure low-risk commodity-type purchases.
This position is responsible for leading and managing a team of up to nine procurement and contracting professionals, under a shared-services delivery model characterized by predictability and transparency, to establish and operate a new centralized procurement and contracting unit responsible for assisting program personnel with the purchase of specialized and commodity-type goods and services from domestic and international vendors, including
- Assisting program staff (requestors/buyers) with the 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 scopes of work and deliverables when requested and linking payment schedules to deliverables when appropriate; providing consultative services to requestors, subject matter experts and vendors; and evaluating requisition packages for completeness and proper pre-approvals and sign-offs.
- Facilitating the vendor selection and due diligence process, including referring to an established list of preferred vendors by service type, including past performance, to help inform vendor selection; developing strategic sourcing plans in consultation with requestors when asked; developing proposal solicitation strategies and managing voluntary RFP processes; properly accounting for grants vs. fee for services; and coordinating the distribution and/or collection of vendor due diligence information, including self-certification forms and domestic and international tax identification documents.
- Negotiating legal terms and conditions and pricing upon request, including negotiating terms and conditions, and when requested, assisting with negotiating best price to ensure goods and services are being purchased for a reasonable price.
- Creating contract and grant packages, including 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, contracting and chart field coding information; and sending contracts to designated vendors and properly archiving the approved contract package.
- Monitoring key contract dates and terms and the contract closeout process, including assisting with resolution of issues involving contract terms and conditions, deliverables and payments; generating monthly contract aging and other reports to facilitate monitoring and collaborating with requestor to determine if contract should be closed or amended; soliciting requestor confirmation that all deliverables have been received and all invoices paid; and completing contract closeout checklists and securing requestors’ approval to close contracts and/or purchase orders.
- Bachelor's degree required; certified procurement, contracting or equivalent professional designation required; and knowledge of contract law preferred.
- A minimum of eight years of relevant contracting, procurement and grants administration experience with non-profits, for-profits and/or universities, including at least three years of experience managing procurement, contracting and grants professionals in a complex and fast-paced environment, including knowledge of specialized pricing structures (such as fixed price, cost plus, incentive-based, retainer-type, deliverable-based and project-based contracts) as well as standard grant-making processes and practices.
- Experience leading highly complex contractual arrangements, including contracts funded by multiple donors; contracts supporting numerous programs; contracts with international vendors, foreign currencies and unfamiliar laws; contracts with lobbying considerations; and contracts with non-profit organizations that require knowledge of tax exempt law.
- Expertise negotiating price and terms and conditions for domestic and international contracts; and designing a strategic sourcing strategy in collaboration with requestors, including leading complex RFP activities.
- Experience supporting a change management initiative, such as centralizing the procurement and/or contracting functions into a centralized shared services model and/or reengineering the procurement and/or contracting process yielding a more efficient and effective process.
- Experience effectively managing contract cycle-time and customer expectations, including demonstrated experience reducing the cycle-time and driving process efficiencies without negatively impacting the quality of the outcome.
- Financial management experience, including budgeting, reporting and analytics, as well as familiarity with basic accounting, costing and overhead allocation principles.
Occasional travel (one day per month on average) to Pew’s Philadelphia office.