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 coordinator, Operations Contract Services reports to the manager, Operations Contract Services, is located in Pew’s Washington, DC office, and will serve as an integral member of a new centralized procurement and contracting unit responsible for assisting operations personnel with the purchase of specialized and commodity-type goods and services from domestic and international vendors.
This new position will serve as the “intake coordinator” for all contract-related documents, including obtaining vendor financial and other required due diligence documents; creating contract records in PeopleSoft; building contract terms and conditions through the specialized Document Configurator module in PeopleSoft; and liaising with contract specialists and other employees as necessary to support the creation of a complete and accurate contract package. In addition, the coordinator will prepare final contract documents, prepare electronic and hard copy files, update the contract pipeline tracker report, and prepare and update process documents, flowcharts and other contract documents and information as necessary.
This position is responsible for obtaining all necessary and relevant documents from the requestor and vendor to facilitate the procurement of commodity-type and specialized goods and services from domestic and international vendors, including
Communicating with vendors verbally and in writing to request financial information and due diligence documentation, including self-certification forms, tax identification documents and banking information.
Coordinating the receipt and dissemination of data and information among and between internal departments and workgroups, such as disseminating W-9 forms to the Payment Services unit and vendor self-certification checklists to the Operations Finance unit and requesting vendor identification information from the Vendor Data Management unit and budget and coding accuracy validation from the Operations Finance unit.
Confirming vendor information request package is complete and ready to route to manager, Operations Contract Services for assignment to appropriate contract specialist or senior specialist, depending on complexity and team workload.
Entering complete and accurate contractor and requestor data and information into PeopleSoft, including vendor and contract identification information and transaction coding.
Utilizing information provided by requestors via “intake” forms, build legal terms and conditions within the contract template utilizing a customized document generation function within PeopleSoft resulting in a customized contract document or use the vendor’s contract documents when necessary.
Disseminating tailored contract documents to corresponding contract specialists or senior specialists and liaising with them throughout the contract collaboration, review and approval process, as necessary, and updating tracking systems to record details on where a particular contract is in the pipeline throughout the contract creation, review and approval process.
Finalizing a contract in PeopleSoft, to include ensuring completeness and accuracy of all coding, dollar amounts, and details; all final documents have been uploaded properly; contract approvals have been made by proper authorities; appropriate requestor information is entered; and confirming that all previously entered information is accurate and ready to support the release of initial payments.
Supporting contract specialists in the preparation of contract packages for quality assurance verification and approval by authorized signers and other departments as requested.
Scanning and uploading final documents into the designated electronic repository, and storing hard copy documents in accordance with Pew’s document retention policy.
Working directly with requestors in a back-up capacity during periods of peak procurement volume and staff vacations to help requestors procure commodity-type and specialized goods and services from domestic and international vendors in a manner that is predictable, transparent, efficient, effective and in compliance with Pew’s procurement and contracting policies, procedures and protocol.
Undergraduate degree or equivalent experience required; certified procurement, contracting or equivalent professional designation preferred; and knowledge of contract law preferred.
A minimum of three years of relevant procurement and contracts administration experience with for-profits, non-profits and/or universities in a complex and fast-paced environment.
Experience managing the flow of a high volume of documents in a fast-paced demanding environment, including the receipt, dissemination and tracking of documents originating from inside or outside the organization.
Experience creating contractual arrangements (i) funded by multiple budgets and/or donors and supporting numerous programs or projects; and (ii) with domestic and international vendors and denominated in US dollars and foreign currencies.
Experience negotiating price and terms and conditions for domestic and/or international contracts; and designing a sourcing strategy in collaboration with requestors, including supporting 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 improving 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.
Occasional travel (one day per quarter on average) to Pew’s Philadelphia office.
Pew is an equal opportunity employer.
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