Manager, Contracts and Procurement Services

  • Job posted by The Pew Charitable Trusts

Job Type

Full Time

Published

11/09/2018

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 stimulate 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 best interests of the people. We partner with a diverse range of donors, public and private organizations and concerned citizens who share our interest in fact-based solutions and goal-driven investments to improve society.

With offices in Philadelphia, Washington, DC, Brussels and London and staff in other regions of the United States as well as Australia, 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 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, Department Finance, Grant Program Services and Payment Services. The Finance Department is seeking to hire individuals with the competencies, skills, experience and

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 unit is to collaborate with program and operations staff 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 Manager, Contracts and Procurement Services reports to the Senior Director, Finance, Treasury, and Contract Services and is based in Washington, DC. This position is responsible for leading and managing a team of procurement and contract professionals. The Manager will leverage the strategic benefits of a centralized procurement and contracts unit thereby delivering high quality, predictable and transparent procurement and contract services on a sustained basis consistent with industry best practices, service level agreements and established policies and procedures.

The primary role of this position is to lead a team of contracting professionals, in a centralized procurement and contracting unit, assisting Pew staff with the purchase of specialized and commodity-type goods and services from domestic and international vendors in support of operational departments across Pew.



Responsibilities:
  • Provide high quality support to Pew staff (requestors/buyers) with the 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 scopes of work and deliverables when requested and linking payment schedules to deliverables when appropriate; providing consultative services to requestors, subject matter experts and vendors; and evaluating requisition packages for completeness and proper pre-approvals and sign-offs.
  • Manage the first level quality control process for operations contracts and ensure full compliance with Pew finance, procurement and legal policies.
  • Respond in a timely and accurate manner to questions and requests from executives.
  • Lead competitive Request for Proposals (RFP) to facilitate provider selection and 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.
  • Negotiate legal terms and conditions and pricing upon request, including: negotiating terms and conditions, and when requested, assisting with negotiating best price to ensure goods and services are being purchased for a reasonable price.
  • Create contract packages, including: 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 documents by authorized Pew and vendor signers; properly archiving documents; ensuring Pew's information systems contain complete and accurate vendor, procurement, contracting and chart field coding information; and sending contracts to designated vendors and properly archiving the approved contract package.
  • Manage a contracting team of two. Identify and create growth opportunities for team members, coach and mentor their professional development, drive change for improving their skills and technical knowledge and provide regular feedback for individual performance outcome.
  • Determine when goals are at risk of not being met, identifying the causes and, when needed, take appropriate steps to fix any problems in ways that keep the project on course.
Requirements:
  • Bachelor's degree required and a minimum of eight years of relevant experience in a non-profit, for-profit and/or university setting.
  • Minimum of two years of previous direct supervisory experience required, including experience managing performance management processes for direct reports and providing career development advice, coaching and counsel.
  • Certified procurement, contracting or equivalent professional designation preferred.
  • JD or paralegal certification and knowledge of contract law preferred.
  • Experience leading highly complex contractual arrangements, including contracts that may be funded by multiple donors; support numerous programs; involve international vendors, foreign currencies and unfamiliar laws; involve lobbying considerations; or be with non-profit organizations and require knowledge of tax exempt law.
  • Expertise 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 supporting a change management initiative, such as centralizing and reengineering the procurement and contracting functions, yielding a more efficient and effective process.
  • Experience effectively managing contract cycle-time and customer expectations, including demonstrated experience reducing the cycle-time and driving process efficiencies without negatively impacting the quality of the outcome.
  • Financial management experience, including budgeting, reporting and analytics, as well as familiarity with basic accounting, costing and overhead allocation principles.
  • Strong interpersonal skills; ability to develop and manage productive relationships with program partners and others who contribute to the development of a project by anticipating possible outcomes. Excellent listening skills a must.
  • Seasoned judgment, ability to make decisions, justify recommendations, and be responsive, clear and firm with colleagues and partners.

Total Rewards

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 spnding 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.

PI105517762

Professional Level

Managerial

Minimum Education Required

4-year degree


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