Job Title/Grade: Principal/Senior/Contracts Administrator (Grade 7-9)
Department: Contracts and Grants
Reports to: Manager, Contracts
Date: March 7, 2018
Function of the Position:
The Principal/Senior/Contracts Administrator takes an active lead role managing contracts and providing guidance to the Global project delivery team and field offices regarding Contract/Task Order terms and conditions. She/he administers various types of Contracts/Task Orders from inception to closeout. Additionally, she/he participates in proposal process from start through pre-award and post-award stages.
Reports to the Contracts Manager for Global
Roles and Responsibilities:
1. Contract Management
Support the Global project delivery team in the administration of a portfolio of contracts. Specific tasks include:
- Serve as primary point of contact and official representative of DAI to USAID and other clients on contractual matters
- At project start-up carry out a thorough review of the contract, explain terms and conditions to Global project delivery team, review and approve the contracts approvals matrix
- Draft, review, edit as required and approve documents and requests that are submitted to the Contracting Officer (CO) to include, but not limited to the following: International travel approvals, salary justifications, notification and approval of project local compensation plans, TCN/CCN Waivers, source/national waivers for restricted commodities, CO’s approval for restricted commodities, notification/approval of key personnel changes, purchase of non-expendable items that require prior CO approval, non-expendable disposition requests, annual inventory reports, limitation of funds/cost notification submissions, VAT report submissions at CO’s request, budgets/cost proposals for realignments/add-ons, specific requests for separate maintenance allowance, severance CCN leave payouts, allowances, and other documents for which the CO has the authority.
- Prepare responses for CPARSs and to any inquiries/questions from the CO’s office
- Draft contract close-out related documents such as requests for quick closeout, excess fund review forms, etc.
- Negotiate terms of contracts, subcontracts and grants with minimum intervention from managers.
- Issue subcontracts and task orders, grants, and amendments, and address other subcontract- and grant-related issues
- Provide post award administration of subcontracts, sub-task orders, subawards (grants) and purchase orders, including, but not limited to modifications, realignments, and interpretation of terms and conditions
- Assist the project teams on budget realignments/modifications to ensure compliance with existing terms and conditions, DAI policies, client’s cost principles
- Review and approve any expat and TCN ICA agreements
- Review and evaluate Employee Biographical Datasheets (EBDs) for completeness, compliance, and cost reasonableness
- Perform necessary due diligence to ensure cost/price reasonableness and compliance with applicable U.S. Government regulations.
- Provide mediation between technical, contractual, finance and management personnel of the project
- Carry out other contracts administration actions per the approved Contracts Administration Matrix.
- Provide new business support as needed, including: participate in new business strategies including discussions on identifying risks and analyzing these risks for a bid decision; review and analyze USAID solicitations to understand the terms and conditions and convey any unique or risky contract terms to Proposal and Project Managers; review complex cost proposals to ensure that the bid is compliant with the solicitation and company’s policies; provide guidance to recruiters, proposal teams and Subcontract Negotiators on allowances and salary offers; prepare contractual clarification questions in response to requests for proposals; and interface and negotiate with government customer to help resolve contract issues.
2. Corporate Initiatives and Training
- Perform an active role with cross departmental teams, participating in corporate initiatives and proposing innovative solutions to problems of medium complexity
- Responsible for developing contracts templates for use by junior members of the Contracts team and by the Project Delivery Teams
- Provide input in the development of contracts-related training materials
Additional responsibilities of the Senior Contracts Administrator:
Perform more independently, take initiative and provide creative solutions to complex problems. Work with senior representatives from other departments on company-wide initiatives and issues.
Additional responsibilities of the Principal Contracts Administrator:
Draft for review Departmental policies and best practices; Provide solutions to complex problems which require the regular use of ingenuity and creativity. Assist Director and Senior Managers of Contracts department in solving company-wide contractual and subcontractual issues.
- Grade 7: Bachelor’s degree and four years of relevant work experience*, (two years with a Masters degree).
- Grade 8: Bachelor’s degree with five years of relevant work experience*, (three years with a Masters degree).
- Experience preferably with international donor-funded projects, USAID, UN agencies or NGO’s on relevant programs.
- Grade 9: Bachelor’s degree with seven years of relevant work experience*, (five years with a Masters degree).
- Experience participating in contract creation and administration, preferably in an international environment.
- Ability to multitask.
- Ability to communicate policies and interpret regulations to provide clear guidance
- Ability to negotiate with subcontractors at all levels.
- Ability to prepare budgets of medium complexity.
- Knowledge of Federal Acquisition Regulations (FAR) and AIDAR.
- Experience with working in Oracle systems, MS Office Suite and Adobe Acrobat.
- Experience with working with USAID contracts, cooperative agreements and grants
- Working knowledge of CPFF, T&M, FP, and IDIQ contracts required.
* The following areas qualify as relevant work experience: contracts administration/management, negotiation, pricing, subcontracts and procurement. Project management or operations experience with an emphasis on contractual compliance is also relevant.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin.