Senior Associate, Contracts and Procurement Services
The Pew Charitable Trusts
January 25, 2018
Full Time - Experienced
4 Year Degree
The Pew Charitable Trusts is driven by the power of knowledge to solve today's most challenging problems. Pew applies a rigorous, analytical approach to improve public policy, inform the public and invigorate civic life.
We are an independent nonprofit organization – the sole beneficiary of seven individual trusts established between 1948 and 1979 by two sons and two daughters of Sun Oil Company founder Joseph N. Pew and his wife, Mary Anderson Pew.
Our work lays the foundation for effective policy solutions by informing and engaging citizens, linking diverse interests to pursue common cause and insisting on tangible results. Our projects encourage efficient, responsive governments – at the local, state, national and international levels – serving the public interests.
With offices in Philadelphia, Washington DC, Australia, Brussels and London, and with additional staff in other regions of the United States and around the globe, Pew provides an exciting learning environment and the opportunity to work with highly talented individuals. We are a dynamic, rapidly evolving organization that values creativity and innovative thinking and fosters strong teamwork with mutual respect.
Finance: Pew's Finance Department is responsible for all financial functions at Pew. The Finance Department is committed to providing accurate, reliable, timely and cost-effective finance and procurement related products and services to aid in Pew's mission. Services are managed by individual units with specific areas of focus. The Finance Department is comprised of Accounting and Payroll Services, Contracts and Procurement Services (CAPS), Department Finance, Grant Program Services and Payment Services. The Finance Department is seeking to hire individuals with the competencies, skills, experience and adaptability necessary to deliver superior-quality work in a results-oriented environment.
Contracts and Procurement Services: Pew's organizational structure includes a centralized procurement and contracting unit called CAPS, housed within the Finance Department. The mission of the unit is to collaborate with Program and Operations internal customers to procure desired goods and services in a timely manner, at a reasonable price and in a way that is consistent with established Pew policies, procedures and cycle-time targets.
Position Overview: The Senior Associate, Contracts and Procurement Services will report to the Associate Manager, Contracts and Procurement Services. The team's primary responsibilities will be to work with Program teams and Pew's Operations departments to develop and execute contract documents. The Senior Associate will provide oversight over the development of statements of work, deliverables, payment schedules and other contract requirements. As needed, the Senior Associate with liaise with vendors and participate in contract negotiations. A successful candidate will become familiar with the core program work and be able to execute contract activities. The position is located at Pew's Washington, DC office.
This role will require the candidate to develop an understanding of institutional and program-specific policies and procedures, foster strong relationships across functional areas and maintain knowledge of the organization.
In collaboration with Program teams:
Work proactively to determine when there is a need for a contract, contract extension, amendment, or renewal; support vendor selection as needed.
Lead competitive Request for Proposals (RFP) process to facilitate provider selection, due diligence and risk management evaluation and reporting. This may include: referring to an established list of preferred providers by service type, including past performance, to help inform vendor selection; developing strategic and/or preferred provider sourcing plans, in consultation with buyers when asked; developing proposal solicitation strategies and managing voluntary RFP processes; and, coordinating the distribution and/or collection of vendor due diligence information, including self-certification forms and domestic and international tax identification documents.
Play a significant role in drafting contract deliverables, statements of work and contract budgets.
Lead purchase requisition process, including: confirming budget availability, source of funding and proper coding; providing market pricing information in support of price negotiations; helping to properly document how contract budgets are derived; assisting with writing basic scopes of work and deliverables when requested and linking payment schedules to deliverables when appropriate; providing consultative services to program, subject matter experts and vendors; and, evaluating requisition packages for completeness and proper pre-approvals and sign-offs.
Create contract and grant packages, including: obtaining all necessary and relevant documents from the vendor; creating complete, accurate and properly-coded contract and grant agreements, purchase orders and related fee and expense line items; performing quality assurance checks; facilitating the review, approval and execution of final contract and grant documents by authorized Pew and vendor signers; properly archiving documents; ensuring Pew's information systems contain complete and accurate vendor, procurement, contract and chart field coding information; sending contracts to designated vendors; and, properly archiving the approved contract package.
Review all documents for compliance with Pew's policies and procedures.
Assist with invoicing and payment issues, as needed.
Mentor more junior staff.
In addition to creating and administering contracts, purchase orders and other documents that facilitate the procurement of goods and services, this position will perform special projects and analysis as needed.
Bachelor's degree required.
A minimum of four years of relevant contracting, procurement and grants administration experience with nonprofits, for-profits and/or universities in a complex and fast-paced environment.
Certified procurement, contracting or equivalent professional designation preferred; and knowledge of contract law preferred.
Experience creating contractual arrangements: (i) that may be funded by multiple donors and supporting numerous programs; (ii) with domestic and international vendors and denominated in U.S. dollars and foreign currencies; (iii) with lobbying considerations; and, (iv) with nonprofit organizations that require basic knowledge of tax exempt law.
Expertise in negotiating price, terms and conditions for domestic and international contracts, and in designing a strategic sourcing strategy in collaboration with requestors, including leading complex RFP activities.
Experience participating in and supporting a change management initiative, such as reengineering the procurement and/or contracting process to yield a more efficient and effective process.
Experience adhering to service-level agreements, agreed-upon cycle-times and customer expectations, including demonstrated experience helping to reduce cycle-times and improve process efficiencies without negatively impacting the quality of the outcome.
Strong financial management experience, including developing budgets and pricing detail in support of work plans, fees and expenses; generating reports and analyzing, interpreting and communicating financial data and information; and, familiarity with basic accounting, costing and overhead allocation principles.
Knowledge of and demonstrated proficiency in the use of the Microsoft Office suite of products (specifically Word and Excel) and electronic calendar systems (specifically Outlook).
Self-directed and accepts full responsibility for completing assignments and resolving issues. Ability to think proactively, take initiative and see tasks through to completion with appropriate follow-up.
Strong problem-solving and analytical skills.
Keen attention to detail and outstanding organizational skills. Ability to balance multiple priorities, organize time and work autonomously on discrete projects.
Strong written and oral communications skills, including demonstrated ability to summarize complicated issues in a clear, effective writing and presentation style.
Ability to work professionally and collegially within a creative, fast-paced and corporate culture that emphasizes excellence and teamwork.
Strong interpersonal skills, including the ability to develop and manage productive relationships with staff, consultants and partners. The ability to work collaboratively with various departments, individuals and external partners.
Compensation and Benefits: We offer a competitive salary and complete benefit program, including: comprehensive, affordable health care through medical, dental and vision coverage; financial security with life and disability insurance; opportunities to save using health savings and flexible spending accounts; retirement benefits to help prepare for the future; and work/life benefits to maintain a good balance.
The Pew Charitable Trusts is an equal opportunity employer, committed to a diverse and inclusive workplace. Pew considers qualified applicants for employment without regard to age, sex, ethnicity, religion, disability, marital status, sexual orientation or gender identity, military/veteran status, or any other basis prohibited by applicable law.