Associate, Contracts and Procurement Services

Location US
Posted Date 2 months ago(4/19/2021 5:04 PM)
Job ID
The Pew Charitable Trusts


The Pew Charitable Trusts uses data to make a difference. For more than 70 years, we have focused on serving the public, invigorating civic life, conducting nonpartisan research, advancing effective public policies and practices, and achieving tangible results. Through rigorous inquiry and knowledge sharing, we inform and engage public-spirited citizens and organizations, linking diverse interests to pursue common cause. We are a dedicated team of researchers, communicators, advocates, subject matter experts, and professionals working on some of today’s big challenges – and we know we are more effective and creative collectively than we are individually. With Philadelphia as our hometown and the majority of our staff located in Washington, D.C., our U.S. and international staff find working at Pew personally and professionally rewarding.
Wise stewardship of resources allows Pew employees to pursue work that strategically furthers our mission in significant and measurable ways. We collaborate with a diverse range of philanthropic partners, public and private organizations, and concerned citizens who share our interest in fact-based solutions and goal-driven initiatives to improve society. Pew attracts top talent, people of integrity who are service-oriented and willing to take on challenging assignments. We provide competitive pay and benefits, a healthy work-life balance, and a respectful and inclusive workplace. Pew employees are proud of their colleagues, proud of where they work, and proud of the institution’s reputation.
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 Reporting, Contracts and Procurement Services (CAPS), Grant Program Services, Payment Services, Payroll Services, Planning and Budgeting, and Treasury Services. The Finance Department seeks to hire individuals with the competencies, skills, experience and adaptability necessary to deliver superior-quality work in a results-oriented environment.
Contracts and Procurement Services
Pew’s organizational structure includes a centralized procurement and contracting unit called CAPS, housed within the Finance Department. The unit provides procurement and contracting services to operations and program 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 operations and program 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 Associate, Contracts and Procurement Services reports to a Manager/Associate Manager, Contracts and Procurement Services. The team’s primary responsibilities are to work with Program teams to develop and execute grant and fee-for-service agreements. The Associate is the primary contact for a diverse portfolio of Trust Operated Projects (TOPs) that are less complicated than TOPs assigned to Senior Associates.  The Associate ensures agreements are completed within the service level agreements; are of a high professional standard; are negotiated; contain deliverables that are clear; payment schedules are appropriate; terms are appropriately negotiated; and the agreement mitigates risks to Pew.  The Associate completes competitive bids for his/her respective TOPs as needed.  This role requires the candidate to develop an understanding of institutional and program-specific policies and procedures, foster strong relationships across program and functional areas, communicate regularly with providers, and maintain knowledge of the organization.


Program Agreements

  • Works proactively to determine when there is a need for a contract, contract extension, amendment, or renewal; support vendor selection as needed.
  • Leads, with assistance from manager, competitive Request for Proposals/Quotes/Information (RFX) process to facilitate provider selection, 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 RFX processes; and, coordinating the distribution and/or collection of vendor due diligence information, including self-certification forms and domestic and international tax identification documents.
  • Ensures deliverables and statements of work comply with Pew policies and are clear.
  • Ensures agreement budgets have been negotiated and are reasonable.
  • Leads 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 basic scopes of work and deliverables when requested and linking payment schedules to deliverables when appropriate; providing consultative services to program, subject matter experts and vendors; and, evaluating requisition packages for completeness and proper pre-approvals and sign-offs.
  • Creates contract and grant packages, including: obtaining all necessary and relevant documents from the vendor; 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 and grant documents by authorized Pew and vendor signers; properly archiving documents; ensuring Pew’s information systems contain complete and accurate vendor, procurement, contract and chart field coding information; sending contracts to designated vendors; and, properly archiving the approved contract package.
  • Reviews documents for compliance with Pew’s policies and procedures.
  • Participates in special projects and analysis as needed.
  • Escalates items proactively as issues arise.


  • Associates degree or equivalent years of relevant contracting, procurement and grants administration experience with nonprofits, for-profits and/or universities in a complex and fast-paced environment required.
  • Certified procurement, contracting or equivalent professional designation preferred; and knowledge of contract law preferred.
  • Experience creating contractual arrangements: (i) that may be funded by multiple donors and supporting numerous programs; (ii) with domestic and international vendors and denominated in U.S. dollars and foreign currencies; (iii) with lobbying considerations; and, (iv) with nonprofit organizations that require basic knowledge of tax exempt law.
  • Expertise in 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 adhering to service-level agreements, agreed-upon cycle-times and customer expectations, including demonstrated experience helping to reduce cycle-times and improve process efficiencies without negatively impacting the quality of the outcome.
  • Strong financial management experience, including developing budgets and pricing detail in support of work plans, fees and expenses; generating reports and analyzing, interpreting and communicating financial data and information; and, familiarity with basic accounting, costing and overhead allocation principles.
  • Knowledge of and demonstrated proficiency in the use of the Microsoft Office suite of products (specifically Word and Excel) and electronic calendar systems (specifically Outlook). 
  • 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.
  • 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.
Total Rewards 
We offer a competitive salary and 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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