Job title: Contracts Compliance Manager, PMI Impact Malaria
Department: Grants and Contracts Department, supporting PMI Impact Malaria Project
Based in Washington, DC
Less than 10% international travel
Work From Almost Anywhere Status = will be considered on a case-by-case basis after one year of employment
Reports to Senior Manager, Grants & Contracts with a dotted line to the Associate Director, PMI Impact Malaria
Who we are
Population Services International (PSI) is the world’s leading non-profit social marketing organization. We are a diverse group of over 5,000 entrepreneurial development professionals located in over 40 countries committed to making it easier for all people to lead healthier lives and plan the families they desire. PSI is using its global presence and 50+ years of experience to help reimagine healthcare. We are working to shape market systems, shift policy and funding, and strengthen global capacity to better support consumer empowered healthcare.
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.
PMI 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. The Contracts Compliance Manager must be proficient in USG contract requirements and have a project-oriented mind set. They must be able to provide clear, applicable, and actionable interpretations of contractual requirements within the context of project operations and be able to clearly convey and operationalize the requirements to project staff. They will be responsible for providing contractual guidance and support to PSI headquarters project staff, project subcontractors (international and local), 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 proactive champion for promoting contract compliance and they 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 complex, fast-paced, multi-cultural environment with a high attention to detail.
Contract Administration and Compliance
· Provide pre-award proposal development compliance support during the country buy-in phases, leading 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, initiating and leading the contract compliance orientation and requirements and ensuring ongoing refresher meetings are held periodically as new staff leave and join the project.
· Work collaboratively with finance, program management, and technical staff to operationalize contract compliance requirements and exhibit a keen understanding of the interrelated nature of compliance with regards to the financial, programmatic, and technical management of the project and execution of project activities and deliverables on schedule.
· 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 CO prior approval and waiver request packages 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 in-country 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 in-country staff as needed.
· Develop associated procedures and standards pertaining to the specific requirements of the Impact Malaria project.
· Work with in-country staff 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.
· Prepare for contract closeout during the beginning stages of implementation, ensuring the close out process is followed at the country 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.
· Set up country level buy-ins for contract compliance success, 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 in-country teams.
· Following organizational guidelines and procedures developed by the Grants and Contracts Department, evaluate in-country risk and design relevant training plans related to of both PSI country office staff and subcontractor knowledge.
· Develop clear guidance, tools, templates, and processes for project team members on the requirements for USAID approval requests and other contractual requirements and documentation. Provide training and continual refresher training on guidance, tools and processes as well as contractual requirements and documentation. Ensure all materials are readily accessible through the project knowledge management site.
· 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.
· Directly supervise two Compliance Officers 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.
· Create a community of practice among in-country compliance staff to assist them in successfully ensuring contract compliance at the implementation level in country.
· 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?
-Bachelor’s Degree (or international equivalent) in a related field
-Master’s Degree (or international equivalent) in a related field preferred
-At least 7 years or related experience. Equivalent combination of related education and experience may be substituted.
-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 1 year of supervisory experience preferred
-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.
-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.
The candidate we hire will embody PSI’s corporate values:
Measurement:You use hard evidence to make decisions and guide your work. You set clear goalposts in advance and explain clearly if you need to move them.
Pragmatism: You’ll strive to deliver the best possible result with the resources available. You won’t be paralyzed by a need to make things perfect.
Honesty:You own your mistakes and are open about your shortcomings – it’s the only way you’ll learn and improve.
Collaboration:You’ll quickly establish a mental map of whom you can rely on for what, on your team, at headquarters, and in our country offices – if you try to do it all yourself, you won’t succeed.
Trust:You accept limits to your sphere of control and give colleagues the benefit of the doubt.
Commitment:You are in it for the long-haul and want to grow with the organization, just like PSI serves its consumers and partners with host-country governments through thick and thin.
References will be required. The successful candidate will be required to pass a background check. For domestic positions: Must be authorized to work in the United States. N.B. PSI [will not] consider work visa sponsorship for this position [subject to legal eligibility requirements].
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: firstname.lastname@example.org or call (202)785-0072.