Contracts Specialist

IN
Category
Contracts
Type
Regular Full-Time
Close Date
12/20/2017

Overview

QED is a limited liability company based in Washington, DC. It primarily receives contracts from USAID; however, additional acquisition- and sometimes assistance- instruments are included in its full portfolio. Additional USG funders, and other consumers of the services offered by QED (e.g. private foundations, other international aid organizations), round out the full range of contractual obligations the company may engage in. The Contracts Department  provides full service support from pre-award to close-out for every prime and sub-contract QED engages in. Contracts support includes negotiation of terms, audit readiness support; lower tier acquisitions; country office support; and, regulatory consulting.

 

The Contracts Department is an enabling team providing services in support of the technical team and the country offices. Customer service is an essential component of the department’s work.

Responsibilities

Position Purpose

The Contracts Specialist provides contract administration to achieve project goals, working with the technical team and the country offices. Under the supervision of the Sr. Contracts Administrator, S/he provides full service administrative support in the operations of all contracts. This requires close collaboration with the programs team to ensure compliance with QED and funder guidelines.

 

Key Responsibilities

  • Maintain subcontract documents in compliance with funder requirements, using QED standard templates and working closely with the Sr. Contracts Administrator to execute quality subawards reviewed by QED HQ
  • Actively assist in the full cycle of subaward activities, from solicitation through selection, pre-award assessment, negotiation, monitoring/compliance visits, and closeout
  • Develop QED’s subaward management system using platforms like Salesforce for subaward issuance and management. Ensure that all required documentation is available and stored as per QED policy
  • Draft Requests for Proposals for subcontracts under the project in coordination with the technical team and under the supervision of the Sr. Contracts Administrator
  • Draft contract agreements in coordination with the technical team and under the supervision of the Sr. Contracts Administrator and make sure that the drafts serve the exact goal of the award and is compliant with QED’s and the funder’s policies
  • Issue modifications for ongoing contracts as needed
  • Facilitate timely training of subcontractors and QED staff to understand and comply fully with funder requirements. Assist in and arrange regular trainings with partners
  • Maintain office systems for contracts administration and provide regular reports to QED headquarters or the funder as required
  • Ensure that the Country Office Subawards Manual issued with QED HQ guidance is followed and implemented through the contracts process
  • Assist in closeout of awards, including preparation of final inventories, property disposition, etc.
  • Work with Sr. Contracts Administrator to ensure that contracts activities and implementations are in compliance with funder requirements

Other Responsibilities

 

  • Oversee accuracy and due diligence of contract processing to ensure deadlines are met
  • Maintain knowledge of regulations affecting contracts and company policies
  • Ensure operational contract inquiries are addressed accurately and appropriately
  • Build and maintain working relationships with internal partners to ensure communication regarding contracts is consistent, complete and informative
  • Assist with audit process and prepare contract schedules as required
  • Perform other duties as assigned.

Qualifications

  • BA/BSc and at least 3 years of relevant experience (or equivalent)
  • Experience in subawards solicitation, issuance, implementation and close out.
  • Knowledge of USAID and other funders’ rules and regulations related to subcontracts, compliance, and cost principles
  • Fluency in English

 

Preferred Qualifications

  • Proven capacity of to manage multiple conflicting priorities and workflow to meet deadlines; flexibility to reprioritize as client needs change
  • Ability to explain complex concepts clearly and concisely, verbally and in writing, in a way that encourages participation and demonstrates understanding

 

Skills and Abilities:

  • Consistently works within internal process and procedures
  • Strong interpersonal and team work skills
  • Exceptional planning and time management skills
  • Ability to problem-solve difficult issues
  • Ability to multitask with ease, adapting to frequently changing priorities
  • Good negotiating and conflict resolution skills
  • Strong understanding of budgets
  • Competence using common desktop applications and internal systems

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