Population Services International

IM Contract Compliance Manager

Posted Date 2 months ago(7/31/2020 3:30 PM)
Job ID
2020-3191
# of Openings
1
Category
Compliance
Position Location: City
Washington, DC
Region
Washington, DC
Position Location: Country
United States

 

Job title: Contracts Compliance Manager

Department: Grants and Contracts Department, supporting PMI Impact Malaria Project

Based in Washington DC

Up to 10% international travel. Reports to the Deputy Director, Grants & Contracts with a dotted line to the Deputy Director, PMI Impact Malaria.

 

Who we are

We’re Population Services International (PSI), a leading global health organization. We work to make it easier for people in the developing world to be healthy by providing access to products and services that range from mosquito nets to HIV testing.

There are over 8,000 “PSI’ers” around the world. It’s a diverse group of entrepreneurs and professionals with an unusually wide range of backgrounds  - from the medical industry to the music business - all with unique skills we bring to the job.

Join us!

PSI and its local affiliates manage malaria control programs in 32 countries and are world leaders in malaria control implementation delivering 42 million treated mosquito nets and almost 19 million quality-assured ACTs for confirmed malaria cases in 2016.  PSI also supports national Ministries of Health to scale up malaria diagnosis especially in the private sector and to improve tracking of malaria patients through surveillance and health information systems, especially DHIS2.

 

Impact Malaria Program

The US Presidents Malaria Initiative (PMI) Impact Malaria project is PMI’s flagship global malaria service delivery project, helping to improve the quality and increase the delivery of malaria diagnosis and treatment services in up to 27 countries around the world. PMI Impact Malaria is a USAID contract hosted and led by PSI as the prime contractor.

PMI Impact Malaria works with national malaria control programs to help tackle these challenges by:

  • Closing the gaps in malaria service delivery to get the right medicine, with the correct diagnosis, to patients in need, in the timeliest manner.
  • Unlocking the potential of key drug-based approaches, by helping countries to introduce, implement, and scale-up proven innovations to move countries forward in their elimination efforts, according to each country’s unique malaria situation.
  • Strengthening malaria health systems and the use of data for decision-making to link operational research and country-led dialogue with global technical leadership for the means of accelerating service delivery improvements and advancing key learnings. 

The PMI Impact Malaria (IM) team is a results-focused, multi-disciplined and multi-cultured team, based out of Washington DC, working through PSI country offices as well as through our partners Jhpiego, MCDI and UCSF.

 

PSI is seeking an experienced and dynamic Contracts Compliance Manager to provide cradle to grave compliance oversight of the PMI Impact Malaria project. He/she will provide contractual guidance and support to PSI headquarters project staff, project subcontractors and country-based project teams; advise staff on contractual requirements and issues, client compliance, and implementation of PSI polices, with a high level of contractual/legal, project management and systems building skills, organization and capacity building.

 

The Manager will be a champion for promoting contract compliance and he/she will work with both operations and technical staff to ensure the execution of all project activities meet contract requirements. This position requires exceptional problem-solving and a customer service solution-oriented attitude, communications and organizational skills and the ability to work in a fast-paced, multi-cultural environment with a high attention to detail.

 

The full-time position is based in Washington DC with 10% travel and reports to the Deputy Director, Grants and Contracts with a dotted line to the Deputy Director, PMI Impact Malaria

 

Sound like you? Read on.

 

Your contribution

Contract Administration and Compliance

  • Provide pre-award proposal development compliance support during the country buy-in phases, guiding the development of compliance-related proposal questions for submission to the Contracting Officer, as necessary.
  • Review terms and conditions of all contract modifications prior to submission to PSI’s Grants & Contracts Department for approval, ensuring the following:  a) Correlation between proposal technical and pricing submissions and resulting modifications;  b) Identification of areas for further negotiation, highlighting potential areas of risk and determining global precedents of award terms; and c) Verification of appropriate incorporation of client regulations.
  • Negotiate award and modification terms and conditions, serving as PSI’s point of contact with the client to ensure terms that are most favorable, mitigating risk to PSI.
  • Drive the project Kickoff meeting process, leading the compliance discussion, ensuring refresher meetings are held periodically as new staff leave and join the project.
  • Support the Impact Malaria Deputy Project Director to deliver excellent award execution, including correlation of contract compliance, financial and programmatic technical management.
  • Monitor contract requirements throughout implementation, including timely review and sign-off of all prior approval submissions to the client.
  • Participate in Monthly Program Finance Reviews to stay abreast of current project activities in order to proactively flag compliance-related matters.
  • Prepare requests for prior CO approval and waiver requests in accordance with the requirements of the contract.
  • Establish standards of practice and monitor systems for effective contract management, flagging and following up on issues, utilizing the Award Management System to improve Network Member performance.
  • Interpret and advise HQ and Network Member project staff on FAR/AIDAR regulations and guidelines, project specific policies, PSI policies, Grants & Contracts Department compliance guidance documents and tools reinforcing client requirements and facilitation of comprehension of requirements for Network Member staff as needed.
  • Develop associated procedures and standards pertaining to the specific requirements of the Impact Malaria project.
  • Work with Network Members to assess award documentation compliance and ensure correct systems and filing are in place.
  • Liaise with the Grants & Contracts Department for complex contractual management issues.
  • Review prior internal and external audits to identify areas for improvement related to contract management.
  • Manage/monitor asset management throughout the project lifecycle as required by the prime contract terms.

 

Subcontract and Procurement Management

  • Prepare consent to subcontract requests for CO approval, as required per applicable award terms.
  • Ensure that due diligence is conducted for all subcontractors identified, including both HQ-based and country-based. This includes reviewing and approving risk-based pre-award assessment questionnaires and supporting documentation, selection and negotiation memoranda, risk-based monitoring plans, and drafting subcontracts for review/approval by the Grants & Contracts Department, including special terms and conditions related to the identified level of risk, to be incorporated in subsequent subcontracts.
  • Ensure that site visits and ongoing monitoring of HQ-based and country-based subcontractors are conducted and documented throughout program implementation.
  • Review procurement actions, including non-standard vendor agreements, prior to finalization and execution as directed by the Finance & Admin Manager.
  • Ensure Patriot Act and Transparency Act reporting and compliance for all subcontract, consultant and procurement actions, ensuring compliance with proper documentation of anti-terrorism and suspension and debarment verification.
  • Ensure FFATA reporting in fsrs.gov as well as Small Business Subcontract Reporting in esrs.gov for all first-tier subcontracts is completed as required.
  • Liaise with key stakeholders as necessary to support prime contract and subcontract requirements. 

Closeout

  • Prepare for contract closeout during the beginning stages of implementation, ensuring the close out process is followed at the Network Member level as well, ensuring that all programmatic and financial deliverables are submitted on time and have been formally received and acknowledged by the client.
  • Verify that all prior approvals are documented and on file.
  • Review asset disposition plans and submit to the donor/client in time for final disposition directives.
  • Ensure the same preparation for any subcontracts issued under the contract.

Training

  • Support Network Member startups, conduct periodic compliance and programmatic reviews and closeouts in coordination with the Grants & Contracts and Field Finance Support Departments. Support may be provided through short-term startup assignments, sharing of best practices through webinars, and/or linking Network Member teams.
  • Following organizational guidelines and procedures developed by the Grants and Contracts Department, evaluate Network Member risk and design relevant training plans related to of both PSI country office staff and subcontractor knowledge.
  • Support the project team and Network Member teams to train staff involved in preparing procurement and contractual documents, including development of training materials, guidance documents, instructions and/or SOPs.
  • Serve as a quality control and assurance officer for guidance and outputs to ensure consistently high standards.
  • Train project staff on contractual requirements, required documentation and completion of approval request and waiver packages as needed including through one-on-one mentoring, small group trainings, corporate training programs, and information dissemination.
  • Perform other duties and responsibilities as required.

 

Supervisory Responsibilities

  • Directly supervise one Compliance Officer and one Compliance Coordinator in accordance with PSI’s policies and applicable laws, including interviewing, hiring and, training employees; planning, assigning, and directing work; appraising performance; mentoring; rewarding and disciplining staff; and resolving problems.
  • Ensure that there is coordination and sufficient coverage and maintenance of the project’s compliance workflow, regularly adjusting workloads as necessary to cover priority needs.  

 

What are we looking for?

The candidate we hire will embody PSI’s corporate values:

Collaboration: You can work independently, but thrive within a team.

Trust: You trust that your manager and team will have your back and care deeply about gaining that same trust from your teammates

Pragmatism: You dive in and maintain momentum even when things are ambiguous and you don’t let perfect get in the way of good enough.

Honesty: You aren’t afraid to speak up and speak your mind.

Measurement: You set clear and challenging goals and hold yourself accountable to driving measurable results.

Commitment: You’re independent and a free thinker, but you’re ready to buy in to the direction of the team and commit to its success.

 

The Basics:

  • Bachelor’s degree required in a related field of study, such as finance, business administration, international studies, or another relevant field. Master’s degree preferred
  • At least 7 years of relevant work experience. At least 5 years of experience related to USG contract compliance oversight and management, with an emphasis on USAID government contracting and procurement preferred.
  • At least one (1) year of people management experience.
  • Demonstrated knowledge of the Federal Acquisition and Regulations, AIDAR, and 2 CFR 200, Subpart E Cost Principles and Subpart F Audit Requirements.
  • Ability to write well with attention to detail in order to compose reports, presentations, and emails in an organized, logical, and concise manner, conveying complex compliance requirements and explaining nuances.
  • Experience responding to audit inquiries, working closely with external parties to ensure a high degree of compliance.
  • Prior work history adhering to USG procurement processes.
  • Demonstrated project management and organizational skills – especially with time-sensitive work.
  • Strong people-focused emotional intelligence, understanding perspectives of internal clients, while maintaining balance of mitigating risk for PSI.
  • Ability to collaborate and participate in teams with a can-do, positive attitude.
  • Stellar communication skills and an ability to develop strong partnerships, especially in a diverse, global environment.
  • Knack for exercising discretion.
  • Ability to maintain a customer service solution-oriented attitude and a positive approach in a fast paced, high volume work environment.
  • Ability to think logically and analytically, rapidly assess diverse information, and draw correct conclusions.
  • Experience living or working in developing countries preferred.
  • French language skills an asset.
  • References will be required.
  • PSI is unable to consider work visa sponsorship for this position. 
  • The successful candidate will be required to pass a background check. 

STATUS

  • Exempt

PSI is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of actual or perceived race, religion, color, sex, age, national origin, disability, sexual orientation, marital status, personal appearance, matriculation, political affiliation, family status or responsibilities, gender identity or expression, pregnancy, childbirth, related medical conditions or breastfeeding, genetic information, amnesty, veteran, special disabled veteran or uniform service member status or employment status.

 

ACCESSIBILITY NOTICE: If you need a reasonable accommodation for any part of the employment process due to a physical or mental disability, please send an email to: newhiresupport@psi.org or call (202)785-0072.

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