Contracts Specialist

MAIN PURPOSE OF JOB

The Contract Specialist provides contract administration support to MSH projects under the primary supervision of the Senior Contract Officer. The Contracts Specialist has primary responsibility for daily contract administration of small and medium-size contracts and works under limited supervision of senior contracts staff. Guidance will be provided related to policy, program objectives, and priorities, and the Contracts Specialist is expected to determine and develop approaches to solutions. The Contract Specialist is aware of and adheres to and helps educate staff on procurement integrity / organizational conflict of interest standards in all activities. International and domestic travel may be required.

Contract Management

1. Perform and manage all contract administration functions for small contracts/agreements as assigned or delegated;
2. Provide substantial support to senior contracts staff in the administration of large and complex contracts/agreements;
3. Prepare various contract specific approval/deviation/waiver requests for senior contracts staff or for own signature, as assigned or delegated;
4. Correspond as necessary with prime contractors and/or other donors for assigned projects, as assigned or delegated.
5. Research and document donor-related contractual, regulatory clauses/provisions including Federal Acquisition Regulation (FAR), Agency for International Development Acquisition Regulations (AIDAR), standardized regulations, standard provisions, 2 CFR 200 requirements, and other types of donor research as applicable and prepare written responses to queries.
6. Prepare responses to audit questions in coordination with Senior Contract Officers.
7. As needed, formally and informally educate project staff on contractual compliance issues and operational topics.
8. Negotiate compensation rates for consultants proposed to work on projects.

Subaward/Subcontract Administration

1. Negotiate subawards/subcontracts, draft the contractual instrument using and/or adapting corporate templates to comply with donor requirements for contracts/subcontracts/subagreements/grants, etc.
2. Draft amendments to subawards/subcontracts as needed.
3. Educate subawardees/subcontractors on donor regulations, monitor compliance, perform spot-checks and provide follow-up training as necessary;
4. Responsible for monitoring regulatory mandated reports and disclosures from subawardees/subcontractors;
5. Advise and assist project staff on applying and complying with the applicable regulations governing their work;
6. Provide guidance and resolution to a diverse range of complex issues.
7. Interpret terms and conditions; advise on regulatory requirements;
8. Responsible for the distribution of contract-related information and the maintenance of contract files for assigned projects;
9. Keep abreast of, interpret, and provide guidance to staff on donor regulations and policies.

General

1. Attend Corporate Office and MSH staff meetings.
2. As time and duties allow, keep current on regulations and other pertinent information about the various donors and funding organizations currently and potentially funding MSH projects.
3. Assist with donor compliance reporting and entering information in MSH contracts management systems.

REQUIRED MINIMUM EDUCATION:

Bachelor’s and 4-6 years of experience, or Master’s and 2-4 years of experience.

REQUIRED MINIMUM EXPERIENCE:

Required:
Understanding of USAID regulations for Contracts and Cooperative Agreements
Experience with administration of subawards/subcontracts
Preferred:
Demonstrated U.S. government contract management and budget development experience.

KNOWLEDGE AND SKILLS:

Strong microcomputer skills and knowledge of spreadsheets and advanced word processing: MS-Excel and MS-Word skills preferred.

Ability to write clearly and concisely.

Strong organizational skills for managing and coordinating a variety of tasks simultaneously.
Good interpersonal skills.
English fluency required (including speaking, writing, understanding, and reading and the ability to work with contractors, staff as well as internal and external stakeholders). Working knowledge of French preferred.

COMPETENCIES:

Flexibility to assume a workload which frequently necessitates an adjustment of priorities.
Firm understanding and sense for the importance of paying attention to detail
Ability to provide solutions to a diverse range of complex problems.
Ability to use judgment within defined policies and practices.
Ability to work independently as well as in a team-oriented environment.

PHYSICAL DEMANDS:

Ability and availability to travel as needed.

Office environment including keyboard use, pulling drawers, lifting papers <10 lbs.