Job Summary:

Responsible for senior-level contract negotiation and administration as well as the management oversight for any assigned teams of contracts professionals that provide contract administration and management for the contract lifecycle for assigned portfolios.

This specific position will focus on the pre-award phase of the contract lifecycle and lead (in collaboration with the Vice President, Contract Management Services) the development and implementation of a defined pre-award contracts functions on behalf of the contracts department.  This position will also coordinate with the contracts department leadership team on expanding the training platform offered by the contracts department to internal stakeholders on key contracts concepts and requirements.

Key activities under this focus area will include (but are not limited to) the following:

• Strengthen the library of pre-award templates and associated guidance (business volume templates, teaming agreements, MOUs, NDAs, compliance matrices).

• Identify recurrent items and issues of a contractual nature in the bidding and negotiation process and develop processes and best practices for representing organizational needs in those processes.

• Identify and implement key trigger points for the involvement of the broader contracts department in business development process.

• Strengthening pre-award best practices such as use of compliance matrices and memoranda of negotiation.

This position should possess senior-level contracts experience in the following areas as well management experience structuring direct report teams of contracts professionals to support a contract portfolio efficiently and effectively:

• Negotiate and administer a complex contract portfolio including prime awards (contracts, cooperative agreements, grants), sub-awards/subcontracts, and associated non- monetary agreements (memoranda of understanding, confidentiality agreements, etc.).

• Possess and maintain requisite subject matter expertise and organizational knowledge to carry out compliant and timely contract administration duties from pre-award through closeout.

• Possess and develop strong and collaborative relationships with the project teams they support and engage other enterprise service groups including but not limited to finance, legal, procurement, and HR appropriately and as needed to ensure full spectrum contract administration.

Participate with and support department director and leadership team in assessing and developing the contracts department operational procedures, systems, templates and tools in accordance with industry and professional best practices to ensure compliance with applicable statutes, donor regulations and requirements, and organizational policy and procedures. As assigned, provide leadership and technical expertise on behalf of the larger contracts department on contractual topics, associated policies and procedures or components of department infrastructure. Develop and maintain strong relationships with the operational group/unit senior management supported by direct report contracts teams. Lead or participate in organization-level activities and initiatives as assigned.

Responsible for committing the organization to contracts within delegated signature authorities.

Accountabilities:

• Interpret complex and broad regulations and guidelines of multiple donors.

• Provide guidance on critical and complex issues as they occur and support successful resolution.

• Oversee timely and sufficient participation of contracts staff in pre-award for assigned duties.

• Oversee the successful review, negotiation and administration of prime awards with donors, including direct communication with donors.

• Oversee the successful review, negotiation and administrations of subawards and subcontracts.

• Manage and provide leadership, training, guidance and support to contracts staff in all aspects of contracts administration/management. 

• Provide contract and regulatory interpretation and analysis to other administrative and programmatic departments, especially those areas related to compliance and risk mitigation.

• Support compliance with U.S. Government (USG) contracting requirements by researching changes in USG regulations and advising on appropriate corporate implementation or response.

• Act as contractual liaison to internal and external constituencies, collaborators, donors, etc., as necessary.

• Keep department director informed of contract performance and management issues.

• Support compliance with audit activities and sub-award quality control review processes.

• Provide technical assistance and support to direct reports and other divisions/departments as appropriate.

• Assist and participate with department director in identifying training and capacity-building needs to ensure that contracts functions are consistent and compliant across the global organization.

• Assist and participate with department director in development, management, implementation and evaluation of appropriate systems, services, and processes as assigned. Identify and implement “best practices,” as appropriate.

• Assist and participate with department director in development and evaluation of unit/division/departmental goals and/or objectives, proposals, reports, etc., as it relates to organization’s strategic plan and priorities.

• Supervise the work of assigned staff as needed, including planning, assigning, scheduling and reviewing work, ensuring quality standards.

• Manage the selection, development, and evaluation of assigned staff and budgets including recruitment, establishing performance expectations, conducting performance assessments, and recommending personnel action based on performance.

• Perform other related duties as assigned.

Applied Knowledge & Skills:

• Comprehensive knowledge of USG acquisition and assistance regulations and guidelines generally, including US Office of Management and Budget (OMB) circulars; US Agency for International Development (USAID) Automated Directives System (ADS); Code of Federal Regulations; Federal Acquisition Regulations (FAR) and Agency supplements such as USAID's Acquisition Regulations (AIDAR) and Health and Human Services Acquisition Regulations (HHSAR).

• Knowledge of commercial and private sector contracting.

• Background in USG and non-USG clinical research/research contracting requirements, regulations and best practices.

• Strong technical knowledge of the elements and components of contract negotiation, management and administration.

• Ability to work independently on several projects with minimal supervision.

• Ability to identify, analyze, and resolve complex issues.

• Superior written and oral communication skills.

• Requires seasoned negotiation and technical review skills regarding contract terms and conditions.

• Sensitivity to cross-cultural communication issues and cultural diversity, including understanding of the political and ethical issues in research and international program areas.

• Knowledge of budgets and contracts.

• Microsoft Word and Excel software skills.

Problem Solving & Impact:

• Manages extremely complex problems in which analysis of situation requires an in-depth evaluation of all factors.

• Interacts with donor/client with minimal supervision.

• Manages problems of diverse scope in analysis of situations which requires a review of all factors.

• Exercises independent judgment in selecting methods and techniques to obtain solutions (and process improvements).

• Outcome oriented for projects.

• Determines the specific tasks that need to be done to meet certain goals and objectives.

• Achieves quality and timeliness goals for projects.

• Identifies potential process inefficiencies and improvements.

• Errors could result in loss of client confidence and damage to donor/client relationships.

• Errors could impact organizational funding.

• Errors could result in increased staff turnover.

Supervision Given/Received:

• Supervise, train, coach and mentor contracts department staff on all activities above and assume responsibility for their performance in the execution of their duties as assigned.

• Works in team environment as a mentor and leader.

• Manages team activities.

• Customer orientated with the customer being defined as client staff and all employees including project team members.

• Supports performance management and professional development of direct reports, including ongoing feedback, coaching, and career support.

• Minimal supervision required.

• Team leader with demonstrated abilities to develop ways to increase teamwork and support.

• Considered a subject matter expert.

Education:

• Bachelor's degree or International Equivalent in Business Administration or related field.  JD or MBA (or other applicable advanced degree) preferred.

Experience:

• Master’s degree and 10+ years relevant experience or equivalent combination of education and experience, including 6 years of management experience. Bachelor’s degree and 12 years of experience, including 6 years of management experience.

• Minimum of 8+ years’ experience in a position of contracting authority in either Federal Government acquisition or assistance processes or comparable. Significant experience (7 years minimum) reviewing, negotiating and managing contracts with specific emphasis on contracting with USG agencies, foundations, and multilateral development organizations such as World Bank, UN agencies, etc.

• Expertise in USG, commercial, and private acquisition and assistance processes.

• Experience in negotiating, administering and managing clinical research/research contracts across USG, private/foundation and commercial sectors.

• Demonstrated leadership ability.

• Previous management responsibility for multiple direct reports.

• Read, write and speak English.

Typical Physical Demands:

• Typical office environment.

• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.

• Ability to sit and stand for extended periods of time.

• Ability to lift/move up to 5 lbs.

Technology to be Used:

• Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.