United States of America: Contract Officer

Overview

The Contracts Officer (CO) provides contract compliance, management, and administration support services to assigned Country and Project portfolios. Activities include monitoring and ensuring compliance with contract terms and conditions, contract negotiation and management, subcontract administration, and supporting proposal submissions as required. In addition, the CO provides training to project and support staff in contracts compliance, various donor regulations, and MSH policies and Standard Operating Procedures. The CO is aware of, adheres to, and educates staff on the MSH Code of Business Ethics and Conduct in all activities. International and domestic travel may be required.

Specific Responsibilities

Contract Management (50%)

• Assume responsibility for contract management functions for assigned country/portfolio of projects.
• Manage the contractual compliance and implementation processes from award through close-out of a multi-country and multi-portfolio of contractual agreements (Contracts, Cooperative Agreements, Grants).
• Work closely with the Project Director to communicate with the donor Contracting Officer in the management of prime awards and/or subawards issued to MSH.
• Negotiate modifications to prime awards and subawards issued to MSH ensuring regulatory requirements, terms and conditions are acceptable to MSH.
• Finalize pending cost proposal with donors, and negotiate terms and conditions of resultant award as applicable.
• Prepare and submit donor specific approval/deviation/waiver requests.
• Ensure compliance with terms and conditions of prime awards (Contract, Cooperative Agreement, Grant) and subawards (subcontracts, subagreements) issued to MSH.
• Provide a summary presentation of award requirements and regulations (“Contracts Readings”) to project staff at the beginning of each project, and periodically as required.
• Establish and maintain a positive working relationship with USAID, other donors, and Project staff, ensuring a client-service approach.
• Assist program and finance staff in formulating Project response to donor’s requests and identify issues that require prior donor approval.
• Coordinate with, and provide support to, the project team, which monitors technical deliverables and performance.
• Disseminate contract information and interpret contract terms and regulations and advise and guide staff during negotiations in collaboration with other technical units as appropriate.
• Review and update Project staff on policies and procedures to ensure compliance with up-to-date donor (USAID and other donor’s) regulations, in collaboration with other technical units, as appropriate.
• Serve as an on-call resource for the project regarding contractual issues, as well as monitor and disseminate USAID regulatory and contractual updates.
• Negotiate compensation rates for consultants proposed to work on projects.

Subaward/Subcontract Administration (30%)

• Assist project teams in the preparation of subaward solicitation documents, and assist in management of the solicitation process when required.
• Review preaward survey results, and assist project teams to create and maintain the subaward compliance monitoring plan.
• After completion of the delegation process, develop, negotiate, and sign subawards and modifications, including determining any special conditions based on the risk analysis.
• Develop amendments to subawards in accordance with regulatory changes, or changes resulting from reductions or increases to the scope of work.
• Perform integrity checks for subaward budgets for increase or decrease in scope of work and internal purpose and/or end of project pipeline budget.
• Educate subawardees on donor regulations, monitor compliance with the terms and conditions of the subaward, perform spot checks, and provide follow up training as necessary.
• Responsible for monitoring regulatory mandated reports and disclosures from subawardees/subcontractors.

General (20%)

• Finalize pending cost proposal with donors and negotiate terms and conditions of resultant award/subaward as applicable.
• Actively identify and provide guidance to project and support staff on operational solutions or approaches available to be compliant with donor (USAID or other) regulations and MSH policies.
• Provide guidance and resolution to a diverse range of complex issues.
• Interpret terms and conditions; advise on regulatory requirements.
• Facilitate the additional communication or review required with the appropriate compliance oversight offices in headquarters, as needed, to ensure timely resolution of compliance concerns.
• Research and document Federal Acquisition Regulation (FAR), Agency for International Development Acquisition Regulation (AIDAR), and 2 CFR 200, and maintain documentation and files for reference. In addition, perform research and prepare written responses to questions posed by internal stakeholders (for example: allowable costs, compliance with regulations, etc.).
• In coordination with the appropriate compliance offices in headquarters, prepare initial responses to internal and external audit questions. Final responses to external audit questions must be submitted to the Director of Internal Audit for review and submission.
• Actively maintain professional competency levels through research on changes in donor regulations, MSH policies, and provide updates and training to project counterparts on key issues.
• Responsible for the distribution of contract related information and the maintenance of contract files for assigned projects.
• Attend Corporate Contract Office staff meetings (virtual), and present on assigned topics as required.
• Perform additional duties as assigned.

Qualifications and Experience

Education:

Required:

• Bachelor's Degree

Preferred:

• Business Administration degree or relevant discipline, and contracts management certification.

Experience:

Required:

• Minimum of 6 years' experience managing contracts compliance in organizations of similar scale as MSH.

Preferred:

• Experience working for international organizations with U.S. government (i.e. USAID and CDC) funding strongly preferred.
• Demonstrated success in contract management and support in challenging compliance environments.
• Prior work experience with non-U.S. government donors and foundations is a plus.

Knowledge and Skills:

• Strong knowledge and understanding of U.S. Government procurement processes, contracting procedures, regulations, and policies (i.e. FAR, AIDAR, CFR, OMB Circulars).
• Strong analytical and computer skills required.
• Ability to write clearly and concisely.
• Strong organizational skills for managing and coordinating a variety of tasks simultaneously.
• Excellent interpersonal skills and demonstrated ability to interact professionally with culturally and linguistically diverse staff, clients, consultants, and contractors.
• English fluency required (including speaking, writing, understanding, and reading). Professional proficiency in additional languages (French, Spanish) is a plus.

Competencies:

• Ability to work both independently and within a team-oriented environment.
• Ability to assess priorities and manage a variety of activities with attention to detail.
• Firm understanding of, and sense for, the importance of paying attention to detail.
• Ability to provide solutions to a diverse range of complex problems.
• Ability to use judgement within defined policies and practices.

Physical Demands:

• Ability and availability to travel as needed.
• Office environment including keyboard use, pulling drawers, lifting papers <10lbs.

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