Contract Assistant

Overview

Nakupuna Solutions is looking for a Contract Assistant. The EUR-IO/EX/GSD Professional Support Services team ensures the operational effectiveness of the Bureau of European and Eurasian Affairs (EUR) and the Bureau of International Organization Affairs (IO). These services provide comprehensive administrative, analytical, and programmatic support that enables both bureaus to carry out their diplomatic, foreign policy, and international development objectives efficiently and effectively. By supporting day-to-day operations, facilitating interagency coordination, and ensuring compliance with Department of State policies and procedures, these professional services help maintain the continuity and integrity of overseas posts and Washington-based offices.

Responsibilities

The Contract Assistant provides comprehensive administrative and program support across a range of contract and operational functions. It involves coordinating employee onboarding processes, maintaining accurate documentation and records, supporting contract lifecycle activities, and ensuring compliance with applicable procedures and deadlines. The role also includes facilitating communication between stakeholders, tracking key deliverables, assisting with procurement and reporting tasks, and contributing to overall program efficiency through effective organization and attention to detail. The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign additional duties and responsibilities to this job at any time due to reasonable accommodation or other reasons. The ideal candidate will: 

• Monitors program activities to ensure efficient management and equitable distribution of resources.
• Serves as the primary point of contact for onboarding new contract employees, including submitting requests for Network/SMART accounts, preparing badge request forms through the Automated Badge Request (ABR) system, and coordinating the completion of required government-issued and administrative forms.
• Reviews, updates, and prepares welcome packages for new contractors to ensure smooth onboarding and compliance with established processes.
• Assists the Contracting Officer Representative (COR) with the administrative coordination of contract task orders throughout the full contract lifecycle—from proposal development to project close-out—in accordance with applicable regulations and procedures.
• Organizes and maintains contract records and management folders in SharePoint to ensure accessibility and version control.
• Reviews invoices for accuracy and compliance using the online Invoice Processing Platform (IPP).
• Develops and maintains a compliance calendar or tracking document in Excel to monitor outstanding contractual tasks and report deadlines, including contract renewals, registrations, and required action items.
• Assists the logistics division by conducting product, equipment, and supplier research and providing related guidance as needed.
• Maintains complete and accurate contract files in compliance with all applicable regulations to support internal administration and audit readiness through eFiling in the Integrated Logistics Management System (ILMS).
• Submits requisitions through Ariba for minor contract modifications and prepares associated supporting documentation for actions such as funding adjustments, period of performance extensions, and other administrative changes.
• Assists with compiling data for briefing materials, charts, and reports as directed by the Division Chief and/or Contracting Officer Representative.
• Supports year-end purchasing and funding activities related to contract actions and remains informed of customer contract policies and procedures.
• Collects utilization data and prepares clear, accurate, and concise reports as required for internal or external review.

Qualifications

Skills/Qualifications: The ideal candidate will demonstrate sound judgment in difficult or sensitive situations and possess the ability to work independently, intuitively, and with a high level of attention to detail. They should be capable of problem-solving and effectively communicating with government management, as well as internal and external stakeholders, to resolve financial discrepancies and clarify contract information. A strong sense of initiative, effort, and commitment to completing assignments in a timely manner is essential. The candidate must be able to prioritize tasks independently, exhibit excellent interpersonal skills to interact with individuals and groups at all levels, and clearly present ideas and concepts. Exceptional customer service, along with strong written and oral communication skills, is required. The candidate should also be able to participate productively as a contributing member of a collaborative team environment. 

Education and Experience:

• A minimum of three years of relevant experience as an analyst supporting programs in the field, specifically within the government contracting environment;OR
• At least two years of experience managing complex, multi-tasked projects that require strong interpersonal and customer service abilities, as well as demonstrated skills in writing, analysis, problem-solving, and advanced computer use;OR
• Foundational knowledge in purchasing and accounting obtained through completion of an Associate’s degree, supplemented by an additional two years of relevant professional experience.

Clearance: Secret clearance is required. Must be a U.S. Citizen.  

Physical Requirements: The ideal candidate must at a minimum be able to meet the following physical requirements of the job with or without a reasonable accommodation:

• Ability to perform repetitive motions with the hands, wrists, and fingers.
• Ability to engage in and follow audible communications in emergency situations.
• Ability to sit for prolonged periods at a desk and working on a computer.

The Nakupuna Companies use a market-based compensation strategy to ensure that our employees are compensated within applicable market rates commensurate with multiple factors, including but not limited to the individual’s particular combination of education, knowledge, skills, competencies, and experience, as well as contract-specific affordability, organizational requirements, and position location. The projected compensation rate for this position is $85,000 to $105,000 per year. The rate displayed represents the typical rate for this position and is just one component of Nakupuna Companies total compensation package for employees.