Coordinator, Contracts and Procurement Services

  • Job posted by The Pew Charitable Trusts

Job Type

Full Time

Published:

04/02/2018

Address

Washington
Dist. Columbia
United States

Description

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.


The Finance Department

Pew's Finance department is committed to serving as an excellent steward of financial resources; providing accurate, reliable, timely and cost effective finance and procurement related products and services; and delivering extraordinary customer service on a sustained basis. The Finance department is comprised of Institutional Finance, Operations Finance, Program Finance and Contracts and Procurement Services and desires to ensure each position is fully aligned with Pew's mission, strategic priorities and results-oriented culture; and filled by a person with the competencies, skills, experience, and adaptability necessary to deliver extraordinary results.


Central Procurement Unit

Pew has implemented a centralized procurement and contracting unit called Contracts and Procurement Services (CAPS), housed within the Finance Department. The unit provides procurement and contracting services to internal Pew customers who desire to purchase a wide-range of specialized services from domestic and international providers in addition to low-risk commodity-type goods and services. The mission of the new Procurement and Contracts Services unit is to collaborate with program and operations staff to procure desired goods and services at a reasonable price and in a manner that is consistent with established Pew policies, procedures and cycle-time targets.


Position Overview

The Coordinator, Contracts and Procurement Services reports to the Associate Manager, Contract Management and Operations Support, and is located in Pew's Washington, DC office. This position serves as an integral member of the centralized procurement and contracting unit responsible for assisting operations personnel with the purchase of specialized and commodity-type goods and services from domestic and international vendors.


This position will include intake and close-out functions for all contract-related documents, including liaising with contract specialists and other employees as necessary to support the creation of a complete and accurate contract package; creating contract records and maintaining data in PeopleSoft; and supporting internal customers within Pew to ensure contractual actions are completed correctly within Pew's systems. In addition, the Coordinator will update the contract pipeline tracker report, prepare and update process documents, flowcharts and other contract documents, and provide other information as necessary.


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The ideal candidate will be accountable and responsible for performing the following institutional procurement and contracting functions:

  • Communicate with vendors verbally and in writing to request financial information and due diligence documentation, including self-certification forms, tax identification documents, and banking information.
  • Submit vendor id creation and confirmation requests to Payment Services.
  • Confirm vendor information request package is complete and ready to route for assignment to appropriate contract specialist or senior specialist, depending on complexity and team workload.
  • Enter complete and accurate contractor and requestor data and information into PeopleSoft, including vendor and contract identification information and transaction coding.
  • Perform quality control review of completed contract package, ensuring completeness of all coding, dollar amounts, and details; all final documents have been included; contract approvals have been made by proper authorities; appropriate requestor information is provided; and all data previously entered in PeopleSoft is accurate and ready to support the release of initial payments.
  • Liaise with Program and Finance staff as necessary to answer contract- and PeopleSoft-related questions and troubleshoot invoicing issues.
  • Conduct contract close-out process in PeopleSoft to ensure that all contracts are closed properly and efficiently in the system, liaising with buyers and Finance staff as necessary.
  • Run routine reports in PeopleSoft as directed by Associate Manager, Contract Management and Operations Support.
  • Provide back-up support for staff who are performing contracting and quality assurance functions for Program and Operations departments during peak periods or when colleagues are on leave.
  • Respond in a timely and accurate manner to questions and requests for data and metrics from senior management and the Executive Office, as requested.
  • Additional duties as needed.



The ideal candidate will possess the following experience and credentials:

  • Associates degree required; certified procurement, contracting or equivalent professional designation preferred.
  • A minimum of 1 year of relevant contract and procurement experience with non-profits, for-profits and/or universities in a complex and fast-paced environment.
  • Proficiency in Excel required. Oracle/PeopleSoft experience preferred, including querying and basic troubleshooting knowledge.
  • Experience with complex contractual arrangements, including contracts funded by multiple donors; contracts supporting numerous programs; contracts with international vendors, foreign currencies and unfamiliar laws; contracts with lobbying considerations; and/or contracts with non-profit organizations that require knowledge of tax exempt law.
  • Experience managing the flow of a high volume of documents in a fast-paced demanding environment, including the receipt, dissemination, and tracking of documents originating from inside or outside the organization.
  • Experience effectively supporting the management of contract cycle-time and customer expectations, including success in reducing the cycle-time and driving process efficiencies without negatively impacting the quality of the outcome.
  • Financial management experience, including budgeting, reconciliation, reporting and analytics, as well as familiarity with basic accounting, costing, and overhead allocation principles preferred.
  • Ability to work independently
  • Change management, problem solving, analytical and critical thinking skills
  • Financial management skills
  • Excellent interpersonal, writing, and oral communication skills
  • Attention to detail, including excellent proofreading and editing skills

Compensation:

As this is a full-time position, 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 help you 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.


PI101858096

Professional Level

Professional

Minimum Education Required

4-year degree

How To Apply


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