Specialist, Program Contract Services
The Pew Charitable Trusts - Washington, DC

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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.

Position Overview

The specialist, Program Contract Services reports to the senior specialist, Program Contract Services and is based in Washington, DC. This position is responsible for helping to transform 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. In summary, this position is responsible for working directly with Program directors and managers, with input from Legal Affairs, Finance, Government Relations, Communications, and the Executive Office, to procure domestic and international goods and services in support of Program and Departmental Trust Operated Projects (TOPs) in a manner that is predictable, transparent, efficient, effective and in compliance with Pew’s procurement and contracting policies, procedures and protocol.

Responsibilities

More specifically, this position is 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 basic 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 selection of vendors upon request and administering the due diligence process, including referring to an established list of preferred vendors by service type, including past performance, to help inform vendor selection; assisting with developing strategic sourcing plans in consultation with requestors when asked; assisting with developing proposal solicitation strategies and voluntary RFPs; properly accounting for grants vs. fee for services in consultation with Finance or Legal; and coordinating the distribution and/or collection of vendor due diligence information, including self-certification forms and domestic and international tax identification documents.
  • Supporting the negotiating process when request, including negotiating basic terms and conditions and assisting with negotiating best price for standard deal structures to ensure goods and services are being purchased at a reasonable price commensurate with quality.
  • Creating contract and grant packages, including working with the in-take coordinator to obtain all necessary and relevant documents from the requestor and 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, 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 basic 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.
  • In addition to creating and administering contracts, purchase orders and other documents that facilitate the procurement of goods and services, the specialist will perform special projects and analysis as needed.

Requirements
  • Bachelor's degree or equivalent experience required; certified procurement, contracting or equivalent professional designation preferred; and knowledge of contract law preferred.
  • A minimum of five years of relevant contracting, procurement and grants administration experience with non-profits, for-profits and/or universities in a complex and fast-paced environment.
  • Experience creating contractual arrangements (i) funded by multiple donors and supporting numerous programs; (ii) with domestic and international vendors and denominated in US dollars and foreign currencies; (iv) with lobbying considerations; and (v) with non-profit organizations that require basic knowledge of tax exempt law.
  • Experience negotiating price and terms and conditions for domestic and international contracts; and designing a strategic sourcing strategy in collaboration with requestors, including leading basic RFP activities.
  • Experience participating in and 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 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.
  • Basic 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.
Compensation

We offer a competitive salary and excellent benefits package, including a generous 401(k) plan, three weeks paid vacation and flexible benefits.

Pew is an equal opportunity employer.

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