Contract Specialist - Washington, United States - Cape Fox Corporation

Description

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Job Title

Contract Specialist

Job Description

Cape Fox subsidiary Kwaan Tech is seeking a Contract Specialist to join our team in Washington, DC in support of the US Agency for International Development (USAID).

Job Summary
The position is located in the HCTM Operations Division and reports to the Supervisory Administrative Officer, HCTM/OPS/AMS and Branch Chief, Management Bureau, Office of Acquisitions. The candidate will be responsible to produce and serve as a business advisor with the completion and reviews of highly specialized contracts, assistance agreements and contracting plans in support of the HCTM mission. The candidate will monitor and administer all acquisition and assistance strategy, documents and instruments for a variety of highly specialized, complex, and unique contracts and agreements for a variety of HCTM programs that involve a broad spectrum of labor support and systems.

Essential Functions and Responsibilities
Supports Contracting/Agreement Officer by providing contract/agreement administration sufficient to ensure terms and conditions are complied with and that the contractor/recipient delivers the required goods or services in a timely manner to achieve the objectives of the Agency's projects and programs. Responsibilities typically include periodic site visits, review of changes to incremental funding, preparation of rate and cost adjustments, redirection of effort, coordination of time extension, incorporation of change orders/modifications, preparation of stop work orders, preparation of cure notices or show cause letters, and contract closeout for Contracting/Agreement Officer review and approval. Advises technical office counterparts, contractors as well as recipients, on their administration responsibilities contained in their award documents. Evaluates the adequacy of the contractor's and recipients business management systems for areas such as personnel compensation, subcontracting procedures, and financial management. Ensures the contractors and recipients compliance with Cost Accounting Standards or other cost principles and requirements applicable to them.

Prepares termination of contracts for the convenience of the Government or default by the contractor for the review and approval by the Contracting Officer. The candidate is responsible for the preparation of all documentation necessary to support and defend termination decisions by the Contracting Officer. Negotiates termination claims. Assists the Contracting Officer in resolving audit findings on post-award audits. Drafts for the Contracting Officer responses to protests by researching, analyzing and developing necessary documentation and history. Works with General Counsel in preparing the Agency's position, and Contracting Officer reports to support the Government's defense on protests to the GAO.

Monitors Contractor's Performance
Performs contract administration activities for significant, highly specialized procurements involving long-term, extensive technical service contracts and/or cost type contracts. Contract types vary with the complexity of the acquisition and the best interests of the government, ranging from Firm Fixed Price of all types, Time and Material and/or Labor Hour, Cost Reimbursement or hybrid contracts.

Independently reviews and monitors contractor's performance on contract, regulatory and statutory provisions through telephone conversations, correspondence, reports, vouchers, and visits. Independently monitors status of contract performance, reviews for approval of progress payments, reviewing and providing recommendations on contractor proposals resulting from change orders, scheduling, problems that have arisen and proposed solutions, verification of deliveries, and similar activities. Prepares for the Contracting Officer and other officials of the agency, interpretations of contract provisions as applicable to contractors, and provides appropriate advice and guidance. Conducts in-depth analyses of contractors' financial and management systems and facilities for ability to perform and for compliance with Government or contractual requirements.

Procurement Program Planning Work
Develops new plans, schedules or methods to accommodate changing program requirements for acquisition as well as assistance programs for new or complex programs with an ability to multi-task within varying assignments. Responsible for procurement planning activities in HCTM, which may include reviewing project papers and representing HCTM and/or M/OAA at program planning meetings. Identifies within assigned major program(s) those significant subsystems, components, equipment and services to be acquired by contract, grant or cooperative agreement or Inter-agency Agreement. Prepares and maintains current acquisition plans, appropriate milestone charts, and related schedules and keeps HCTM/OPS/AMS and M/OAA management informed of anticipated workload demands. Anticipates problems and provides advice to project personnel on effective implementation and time-frames required to ensure they are met.

Serves as an advisor to program officials in project planning meetings. Advises program officials of the procurement and assistance instruments to be used and assists in the preparation of statements of work. Provides counseling and training to new project/technical staff on USAID regulations and the FAR requirements. Collaborates in the development of evaluation criteria.

Serves as Contract Specialist responsible for major programs of clients of the Branch by directing and leading lower graded specialists assigned to the project by reviewing their work and providing on-the-job training. Provides backstopping services to field personnel by advising on resolution of special procurement or assistance problems associated with waiver requests, expediting of deliveries, apparent overlapping of responsibilities, and resolution of vouchers and claims.

Assures that all information regarding the status of assigned procurement and assistance actions are in the Global Acquisition & Assistance System (GLAAS) databases and/or current systems as applicable for completion of work tasks.

Analyzes Sources for the Items/Services Procured
Develops new or innovative acquisition plans, source selection plans, and contract terms, conditions or financial arrangements that serve as models for future major acquisitions.

Surveys the market to locate new procurement sources and determine the availability of items or services with specialized requirements. Prepares solicitation documents. Performs detailed analyses of all elements of cost in contractor proposals. Assists the Contracting Officer in the determination of the competitive range and prepares defensible justifications when required. Conducts pre-proposal conferences with prospective contractors to arrive at a clear understanding of what is required under the proposed contract. Similarly, drafts requests for applications for awards under assistance. Obtains appropriate data from business and technical officials. Drafts necessary modifications to clarify questions concerning such topics as specification changes, language ambiguities, or clarification of contract clauses or subcontracts. Explores new or innovative contracting approaches to arrive at an equitable contract arrangement. In the absence of meaningful cost and price information, develops creative approaches to developing the necessary comparative data.

Negotiates Procurement of Products and Services Using a Variety of Contract Types
Serves as lead negotiator responsible for a significant program or for major procurements, which may include several types of instruments. Plans the negotiation strategy, coordinates the strategy with the negotiation team, and leads the negotiations which are conducted with contractors/grantees to develop the contact/grant prices and terms. Prepares the agreements and recommends its award.

Coordinates a variety of contracts and assistance instruments requiring the development of new or modified evaluation criteria, reporting requirements, and contractual arrangements. Forecasts labor and material costs when unknowns are involved, locating or developing sources, developing approaches for procurements lacking precedent, and resolving major differences in the interpretation of the statement of work during discussions and negotiations.

Contract Compliance Review
Conducts in-depth compliance review and evaluation of complex, unusual, or unprecedented contract actions requiring higher-level approval.

Responsible for contract administration sufficient to ensure that contract terms and conditions are met and that the contractor delivers the required goods or services in a timely manner to achieve the objectives of the Agencys projects and programs. Responsibilities include but are not limited to: approval of changes to incremental funding, preparation of rate and cost adjustments, redirection of effort, coordination and incorporation of time extension, change order preparation and/or stop work orders. Evaluates the adequacy of the contractors business management systems for areas such as: personnel compensation, insurance subcontracting procedures and financial management. Ensures the contractors compliance with Cost Accounting Standards and requirements.

Policy Research, Analysis, and Interpretation
Analyzes a variety of contracting policy issues and problems and identifies alternative courses of action. Provides technical advice to management and contracting officers on matters pertaining to: contracting policies and procedures. Provides advice upon request regarding specific situations or problems and upon receipt of changed procedures involving regulations, laws, and good business practices.

Responds to protests by researching and developing necessary analysis, documentation, and history in conjunction with the Contracting Officer. Works with General Counsel in helping to prepare the Agency's position and Contracting Officer reports to support the Government's defense on protests to the GAO.

OTHER SIGNIFICANT FACTS:
Performs other duties collectively as assigned for the Human Capital Talent Management and Office of Acquisition and Assistance offices. All actions of the Contract Specialist will be subject to review and final approval of the responsible Contracting/Agreement Officer or his/her designee. Work objectives shall include collaboration with a variety of specialists, managers, officials, or groups from outside the employing agency in a moderately unstructured setting where the purpose and extent of each contact is usually different, and the role and authority of each party is identified and developed during the course of the contact.

Travel Requirements

0 - 10%

Salary Grade

Job Requirements

Education and/or Experience
At least a Bachelor's degree in a relevant major listed below, is desired. However, relevant, extensive work experience, if demonstrably successful, may substitute or be given appropriate consideration.

Relevant majors are business administration, public administration, law, banking, international affairs, procurement and contracting or finance with an emphasis on commerce, trade, and materials management. Seven to ten years of progressively responsible professional experience in acquisition and assistance functions. Demonstrated prior experience in the full range of responsibilities: procurement planning, solicitation, analysis and evaluation of proposals, negotiation and award of acquisition and assistance instruments, cost and price analysis, administration, termination, negotiation of changes, execution of options, investigation and resolution of contractor delays, contractor performance appraisal, subcontractor surveillance and disposition of claims.

Qualifications and Requirements
Experience that demonstrates pre-award negotiation skills and experience in making formal presentations and in post award administration.

Demonstrated knowledge of federal contracting and assistance principles, laws, statutes, Executive Orders, regulations and procedures applicable to pre-award and/or post-award actions sufficient to procure and/or administer contracts, grants and cooperative agreements for a variety of specialized equipment, services, and/or to conduct studies of problem areas and develop standard methods and operating procedures.

Must be able to work independently in a highly demanding environment and capable of handling tasks with varying deadlines. The ability to plan, organize and manage complex negotiations and meetings is very important. Strong organizational skills; ability to work independently with little supervision; ability to work calmly, tactfully and effectively under pressure and to demonstrate extreme flexibility to manage more than one activity at a time is essential.

Demonstrated ability to work collegially with cognizant technical officers, peers, and supervisors with good interpersonal skills and past performance in working effectively in a team environment is required. S/he must be able to adhere to high standards of professional conduct. Ability to lead team and provide strategic advice on highly complex, time sensitive procurements.

Must be able to communicate complex and difficult policy and programmatic issues understandable by knowledgeable laypersons without oversimplifying.

Demonstrated ability to conduct contract negotiations. Demonstrated skills in managerial and coordinative activities sufficient to conduct a variety of contractual actions occurring concurrently, is essential.

Excellent oral and written English communications skills and proven ability to produce technical documents are required.

Versatility in the use of computers, technology, and procurement systems, especially Word, Excel, the Google Suite of products, Prism, electronic filing and use of electronic signatures is a must.

Knowledge of the following is strongly encouraged:

USAID Acquisition Regulations (AIDAR)

Contract Information Bulletins (CIBS) / Acquisition & Assistance Policy Directives (AAPDs)

Office of Procurement Administrative Memoranda (OPAMS)

USAID Automated Directive System (ADS)

Office of Management and Budget (OMB) Circular

Title 22, Code of Federal Regulations as appropriate to USAID (2 CFR 200).

Familiarity with business practices and market conditions applicable to program and technical requirements is required sufficient to evaluate such actions as bid responsiveness, contractor responsibility, and/or contractor performance.

Ability to work under deadline pressure, handle stress and deliver professional results.
Long hours and weekends may be required to meet deliverables.
Strong organizational skills and attention to detail.
Self-motivated with minimal oversight.
Some travel may be required.

Must have authorization to work in the United States as defined by the Immigration Reform Act of 1986.

MUST BE ABLE TO OBTAIN AND MAINTAIN USAID FACILITY ACCESS

Category

Other

Location

USAID - Washington, DC - Washington, DC 20004 US (Primary)