Contracts and Grants Officer II

Job Summary:

A Contracting Officer is primarily responsible for managing the administrative processes for contract administration from pre-award to contract close-out. He/she will provide professional expertise in contract administration to ensure full compliance with donor rules and regulations. The functions of the position include:

a) Comprehensive analysis of contract terms and conditions to ensure that the organization has the organizational capacity or is able to acquire the necessary capacity to successfully perform and meet contractual obligations.
b)    Expert interpretation of donor (USG and non-USG) rules and regulations.
c) Standardization of administrative procedures for efficient award and subaward management;
d)    Development of contractual documents including templates and ancillary business forms; and
e) Capacity building and replication of contract portfolio management systems and best practices in award and subaward management.
A Contracting Officer will lead or supervise other staff in the efficient operation and maintenance of an effective contracts portfolio management system.  Contracting officers will work in partnership with operations staff and other enterprise services staff to achieve successful and compliant contract performance.   The scope of contract administration may include contract interpretation, compliance with regulatory requirements and restrictions, subaward administration, and donor relations among others.

Accountabilities:

Pre-award:

• Serves as a technical resource to proposal development units (Business Planning and Proposal and Cost and Pricing) by analyzing solicitations, interpreting regulations and award provisions, clarifying compliance issues, etc.

• Reviews and negotiates critical award terms and conditions.

• Identify significant risks and recommend a plan for the mitigation including justification of working at risk.

Post-award:

• Manages contract set-up in the contract management and/or financial management system.

• Advises senior management on matters of concern and elements of risk that can be detrimental to successful contract performance. Recommend alternative approaches to overcome any negative impact.

• Reviews the work of contract specialists before submission to donors. These will include contract add-ons, budget realignments, cost extensions, and other transactions requiring donor approval such as sub awards, salaries, consultant rates, waivers, etc. The contracting officer will handle the more complicated or business-sensitive transactions.

• Conducts complex negotiations requiring senior staff engagement.

• Develops and maintains strong relationships with counterparts (internal and external).

• Responds to audit matters (internal and external).

• Articulates and advocates for the organization’s position on matters of regulation and other contractual issues.

• Collaborates with operations staff and other enterprise services staff to monitor prime contract and subcontract performance.

• Negotiates substantive provisions in lower-tier subcontracts.

• Trains other staff in standardized procedures for efficient award and subaward management.

• Manages input to contract close-out.

• Advises executive leadership and general staff on critical contractual issues and indications of high risk based on established expert knowledge of organizational policy, donor regulations, and specific award terms and conditions. The level of interaction can be at the highest level in the organization.

• Reviews and negotiates critical contracts, subcontracts and modifications.

• Closely engages in managing disputes, business-sensitive transactions, and delicate customer relationships to preserve the reputation and good standing of the organization. Leads in seeking reconsideration of requests denied by donors such as those for salaries, consultant rates, budget revisions, procurement, subcontracts, waivers, etc.

• Contributes to the development and delivery of specialized training to staff on policy, regulations, and best practices in contract administration.

• Conducts periodic reviews of the contract portfolio with the senior management.

• Demonstrates deepened expertise, professional growth, and managerial and leadership skills through evidence of effective crisis management.

• Trains, coaches, and mentors the contracts department staff on the values and key competencies to be successful in performing the tasks above.

Applied Knowledge & Skills:

• Mastery of donor (USG and non-USG) rules and regulations.

• Considered a subject matter expert.

• Effective customer management skills are essential to developing and growing critical business relationships within and outside of the organization.

• Influential leadership skills to facilitate and support transitions to new systems at the unit level.

• Highly articulate (compelling and persuasive) oral and written communication skills to convey complex business concepts and information both inside and outside of the organization.

• Strong and effective ability to develop, articulate, and implement.

• Good knowledge of strategic planning methodologies and practices.

Problem Solving & Impact:

• Has very strong customer orientation and demonstrates service values.

• Beyond complex issue analysis, highly developed crisis management skills are critical at this level.

• Keen sense of judgment.

• Expanded decision rights carry both positive and (potentially) negative impact on the unit and the organization.

Supervision Given/Received:

• Works in a team environment as a mentor and leader.

• Mentors other staff to grow the competencies that are essential for success.

• Demonstrated abilities to increase teamwork and support.

• It is expected that at this level, there will be demonstrable modeling of behaviors that reflect organizational and unit values.

Education:

• Bachelor's Degree or international equivalent in Business Administration or related field.

Experience:

• Minimum of 8+ years’ experience in a position of contracting authority in either the Federal Government acquisition system or a Non- governmental Organization (NGO) – domestic or international.

• At least 5 years of negotiating experience and direct management of a diverse portfolio of complex contracts and other agreements.

• Comprehensive knowledge of donor (USG and non-USG) rules and regulations including but not limited to USAID, DHHS, DOE, etc.

• Expertise in USG acquisition and assistance processes.

• Experience working in a not-for-profit or non- governmental organization (NGO)

• Experience working with international donors.

• Prior supervisory or mentor experience preferred.

Typical Physical Demands:

• Typical office environment. Ability to sit and stand for extended periods of time; ability to lift 5-50 lbs.

Technology to be Used:

• Personal Computer, Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), e-mail, telephone, printer, calculator, copier, cell phones.

Travel Requirements:

• Less than 10%

The expected US Based hiring salary range for this role is listed below. Candidate FHI 360 pay ranges represent national averages that vary by geographic location. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, business sector, and budget. 

Base salary is only one component of our offer. FHI 360 contributes 12% of monthly base pay to a money purchase pension plan account. Additionally, all US based staff working full-time, which is calculated at 40 hours/week, receive 18 days of paid vacation per year, 12 sick days per year, and 11 holidays per year. Paid time off is reduced pro rata for employees working less than a full-time schedule.

US Based Hiring Salary Range: $105,000 - $140,000

International hiring ranges will differ based on location.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

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