The Pew Charitable Trusts

Associate, Contracts and Procurement Services

Location US-DC-Washington
Posted Date 4 weeks ago(1/25/2018 12:38 PM)
Job ID
2018-5363
Department
Finance
Company
The Pew Charitable Trusts

Overview

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.

 

Contracts and Procurement Services:
Pew’s organizational structure includes a centralized procurement and contracting unit called CAPS, housed within the Finance Department. The mission of the unit is to collaborate with Program and Operations internal customers 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 Associate, 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 Associate will update the contract pipeline tracker report, prepare and update process documents, flowcharts, and other contract documents, and provide reports, analysis of metrics, and other information as necessary.

 

This role will require the candidate to develop an understanding of institutional and program-specific policies and procedures, foster strong relationships across functional areas, and maintain knowledge of the organization.

 

Responsibilities

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, and performing first level due diligence and coordination of second level due diligence as needed with Legal and Finance.
  • 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.
  • Manage 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.
  • Develop and run 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.
  • Perform payment reconciliations as needed to support Payment Services in the proper application of payments.
  • Respond in a timely and accurate manner to questions and requests for data and metrics from senior management and the Executive Office, as requested. 
  • Review all documents for compliance with Pew’s policies and procedures.
  • Assist with invoicing and payment issues or additional duties as needed.

Requirements

  • Associate’s degree required; certified procurement, contracting or equivalent professional designation preferred; and knowledge of contract law preferred.
  • A minimum of 1 year of relevant contracting, procurement, and grants administration or finance experience with nonprofits, for-profits, and/or universities in a complex and fast-paced environment.
  • Proficiency in Excel required. Oracle/PeopleSoft experience required, including querying and troubleshooting knowledge. Adobe Professional experience preferred.
  • 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.
  • Strong financial management experience, including budgeting, pricing, reconciliation, reporting and analytics, interpreting and communicating financial data and information, as well as familiarity with accounting, costing, and overhead allocation principles.
  • Experience participating in and supporting a change management initiative, such as reengineering the procurement and/or contracting process to yield a more efficient and effective process.
  • Self-directed and accepts full responsibility for completing assignments and resolving issues. Ability to think proactively, take initiative and see tasks through to completion with appropriate follow-up.
  • Experience adhering to service-level agreements, agreed-upon cycle-times and customer expectations, including demonstrated experience to reducing cycle-times and improving process efficiencies without negatively impacting the quality of the outcome.
  • 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.
  • Strong problem-solving and analytical skills.
  • Keen attention to detail and outstanding organizational skills. Ability to balance multiple priorities, organize time and work autonomously on discrete projects.
  • Strong written and oral communications skills, including demonstrated ability to summarize complicated issues in a clear, effective writing and presentation style.
  • Ability to work professionally and collegially within a creative, fast-paced, and corporate culture that emphasizes excellence and teamwork.
  • Strong interpersonal skills, including the ability to develop and manage productive relationships with staff, consultants, and partners. The ability to work collaboratively with various departments, individuals, and external partners.

Compensation and Benefits:
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 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.

 

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