Contract Specialist

Company: Management Sciences for Health
Location: Arlington
Posted on: January 26, 2025

Job Description:

The Contracts Specialist plays a critical role in advancing MSH's Mission of working shoulder-to-shoulder with countries and communities to save lives and improve the health of the world's poorest and most vulnerable people by building strong, resilient, sustainable health systems.The Contract Specialist provides award management and compliance support under the primary supervision of the Senior Contracts Officer.The Contracts Specialist has primary responsibility for daily award administration of small and medium size awards instruments where MSH is the prime contractor/recipient and/or MSH is the sub-contractor/sub-recipient of an award.Activities include award negotiation and administration, compliance, project start up and close out. In addition, the Contracts Specialist provides training to staff in the US and overseas in contracts compliance, various donor regulations, and MSH policies and procedures.The Contract Specialist adheres to the MSH Code of Business Ethics and Conduct, Donor Regulations and MSH Standard Operating Procedures in all activities. Works in accordance with MSH policies and procedures.MAIN DUTIES AND RESPONSIBILITIESSubcontracts/Grants/Partnership Agreement Administration/Development/Compliance - 55%Under the direction of the Senior Contract Officer, perform the following functions related to subcontract/grant/partnership agreements administration, development and compliance.

• Development of subcontract/grant strategies.
• Prepare subcontract/grant solicitation documents and manage the solicitation process when required.
• Review pre-award survey results, and create the compliance monitoring plan.
• Lead the development and negotiations of subcontracts/grants/partnership agreements and modifications as reviewed and approved by Senior Contract Officer, including assisting with determining any special conditions based on the risk analysis.
• In coordination with the Senior Contract Officer, monitor compliance with the terms and conditions of the subcontracts/grants and developing and implementing spot checking plans and assist with any follow-up training as necessary.
• Prepare and lead subcontract readings for subcontractors.
• Draft and issue amendments to subcontracts/grants in accordance with regulatory changes, changes mandated by the project reductions or increases to the SOW as reviewed and approved by Senior Contract Officer.
• Lead the education of subcontractors or partners on donor regulations, monitoring compliance with the terms and conditions of the subcontract, performing spot checks and providing training as necessary.
• Assist in review of provisional and indirect cost rate adjustments and reconciliation for subcontract invoices as needed.
• Assist with integrity checks for subcontract/grant budgets, pipeline budgets or any budget revisions. Lead the completion and submission of forms for entry of new subcontracts/grants and modification information into MSH's Financial System for select subcontractors.
• Document monitoring in accordance with the sub monitoring plan.
• Analyze Level of Effort (LOE) expended and projected to ensure compliance with LOE caps when required.
• Maintain electronic subcontracts/grants and partners files to demonstrate compliance
• Lead closeout of subcontracts/grants and partner agreementsContract Management Support - 20%Under the supervision of the Senior Contract Officer, lead contract administration and management support functions.
  • Monitor compliance with the terms and conditions of the contract and developing and implementing spot checking plans and assist with training as necessary.
  • Educate staff on donor regulations and performing follow up training as necessary.
  • Support the preparation of contract readings for HO and country teams and lead the contract readings for select staff.
  • Drafting and issuing requests and waivers for USAID approval
  • Assist on integrity checks of MSH budgets for submission to USAID and other donors as needed to assist the finance team.
  • Lead in the development and monitoring of contractual deliverables trackers for subcontractors to ensure current and updated information has been inputted by project teams.
  • Maintain electronic project contractual files for the project and ensure electronic copies are filed in the project internal drive. Ensure completion and submission of forms for entry of contract and modification information into MSH's Financial System.
  • Conduct contract project close-out related activities
  • Participate in all relevant project support meetings and client meetings and assist with preparation of any assigned topics at staff meetings.
  • Any other tasks as requested by Project Management.Research and Documentation - 20%
    • Perform and document donor regulations research, including but not limited to, Federal Acquisition Regulation (FAR), Agency for International Development Acquisition Regulations (AIDAR), standardized regulations, 2 CFR 200 Uniform Administrative Requirements, Cost Principals and Audit Requirements for Federal Awards and other type of research as required.
    • Prepare written responses to questions posed by internal and external stakeholders (for example: allowable costs, compliance with regulations, etc.) to be reviewed and approved by the Senior Contract Officer.
    • Under review and supervision from the Senior Contract Officer, prepare initial responses to internal and external audit questions.
    • Keep abreast of, and with the assistance of the Senior Contract Officer, interpret, and provide written guidance to staff on donor regulations and policies.
    • Provide other administrative support including but not limited to drafting memos and filing contract-related documents.Training - 5%
      • Educate HO and country project teams, subcontractors, partners on compliance topics including donor regulations, reporting requirements and MSH SOPs.QUALIFICATIONSRequired Minimum Education: Bachelor's degree in a related fieldRequired Minimum Experience: 4 years of related experiencePreferred: 5+ years of experience and government contract experience Knowledge and Skills:
        • Working knowledge of donor regulations including FAR, AIDAR, and 2 CFR 200.
        • Experience drawing conclusions from research and documenting findings.
        • Strong computer skills, and advanced knowledge of spreadsheets and word processing. Microsoft Office preferred.
        • Demonstrated U.S. government contract management and negotiation experience.
        • Good interpersonal skills
        • Ability to write clearly and concisely.
        • Strong organizational skills for managing and coordinating a variety of tasks simultaneously.Competencies:
          • Ability to be flexible and adapts to new and/or unplanned situations to meet the dynamic needs of the organization.
          • Customer services oriented.
          • Good interpersonal skills.
          • Firm understanding and sense of the importance of paying attention to detail.
          • Ability to work in a team-oriented environment.
          • Solution-oriented and can troubleshoot challenges as they arise. Ability to problem-solve, and a team player.
          • English language skills required. Foreign language such as Spanish and French preferred
          • International travel may occasionally be required.Physical Demands:
            • Office environment including keyboard use, pulling drawers, lifting papers The expected salary range for this position is: $67,000.00 - $75,000.00 annually (U.S. locations only).MSH considers multiple job-related factors when determining an offer, including but not limited to, business and organizational needs, candidate qualifications, internal equity, location, and internal budget.Salary is just one of many aspects of our total rewards package; at MSH, our goal is to provide you with a comprehensive set of competitive benefits that includes a substantial vacation, sick and holiday policies, training and development programs, competitive insurance coverage for health, vision, dental, life, short-term and long-term disability, 401k plan, Flexible Spending Account, among others.The selected candidateisauthorized to work in the US and can perform their job remotely within the USA.MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status. In compliance with U.S. Department of Labor Executive Order 11246, Section 503 of the Rehabilitation Act, and Section 4212 of the Vietnam Era Readjustment Assistance Act, MSH has developed and maintains an affirmative action program and plan.

Keywords: Management Sciences for Health, Franconia , Contract Specialist, Accounting, Auditing , Arlington, Virginia