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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, Brussels and London and staff in other regions of the United States as well as Australia, 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.
The Finance Department Pew's Finance department is committed to serving as an excellent steward of financial resources; providing accurate, reliable, timely and cost effective finance and procurement related products and services; and delivering extraordinary customer service on a sustained basis. The Finance department is comprised of Institutional Finance, Operations Finance, Program Finance and Contracts and Procurement Services and desires to ensure each position is fully aligned with Pew's mission, strategic priorities and results-oriented culture; and filled by a person with the competencies, skills, experience, and adaptability necessary to deliver extraordinary results.
Central Procurement Unit Pew has implemented a centralized procurement and contracting unit called Contracts and Procurement Services (CAPS), housed within the Finance Department. The unit provides procurement and contracting services to 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 new Procurement and Contracts Services unit is to collaborate with program and operations staff to procure desired goods and services at a reasonable price and in a manner that is consistent with established Pew policies, procedures and cycle-time targets.
Position Overview The Senior Associate, Contracts and Procurement Services reports to the 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 serve on the “close-out” team 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 Senior Associate will prepare final contract documents, prepare electronic and hard copy files, 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.
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 contract entry data in PeopleSoft, to include ensuring completeness and accuracy of all coding, dollar amounts, and details; all final documents have been uploaded properly; contract approvals have been made by proper authorities; appropriate requestor information is entered; and confirming that all previously entered information 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.
Create and maintain procurement policies, procedures and templates, including soliciting input from internal stakeholders as necessary to help carry-out these responsibilities; and helping to ensure these documents are easily accessible and comprehendible by Pew staff.
Develop and deliver procurement related training, including contract management techniques for buyers and how to manage data in the PeopleSoft financial system.
Develop and implement strategic sourcing and competitive procurement strategies, including leveraging Pew's aggregated purchasing power, assisting in Request for Proposals (RFPs) processes, and maintaining a database of preferred vendors in an effort to identify the most qualified vendors and to negotiate reduced prices and better terms in support of Pew's business objectives.
Ensure procurement-related systems and automated workflows are operating properly; system-related projects and activities are prioritized; business requirements for new system functionality and/or customizations are accurate and complete; and end user acceptable tests are properly and timely conducted.
Provide back-up support for procurement staff who are performing procurement, contracting and quality assurance functions for Program and Operations departments during peak periods or when colleagues are on leave.
Conduct benchmarking and best-practice research and analysis to inform procurement policies, procedures, practices and other important aspects of the procurement function; and establishing, monitoring, and reporting on procurement-related transaction volume and other metrics and making enhancement recommendations whenever appropriate.
Respond in a timely and accurate manner to questions and requests for data and metrics from senior management and the Executive Office, as requested.
Bachelor's degree required; certified procurement, contracting or equivalent professional designation preferred; and knowledge of contract law preferred.
A minimum of four years of relevant contract and procurement experience with non-profits, for-profits and/or universities.
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.
Basic knowledge of negotiating principles, strategic sourcing strategies and the Request for Proposals (RFP) process.
Involvement with supporting a change management initiative, such as centralizing the procurement and/or contracting functions into a centralized shared services model and/or reengineering the procurement and/or contracting process yielding a more efficient and effective process.
Experience effectively supporting the management of contract cycle-time and customer expectations, including success in reducing the cycle-time and driving process efficiencies without negatively impacting the quality of the outcome.
Financial management experience, including budgeting, reporting and analytics, as well as familiarity with basic accounting, costing and overhead allocation principles.
Experience applying intermediate to advanced procurement and contracting concepts, principles and best practices; supervising staff and/or leading small projects and work teams; conducting research and analysis, including interactions with outside organizations; writing policies, procedures, and technical memos; and developing solutions and resolving issues based upon abstract thinking and in-depth analysis, including collaborating with colleagues and/or supervisor to determine a resolution.
Ability to work independently with minimal supervision.
Change management, problem solving, analytical and critical thinking skills.
Basic negotiating and financial management skills.
Excellent interpersonal, writing and oral communication skills.
Attention to detail, including excellent proofreading and editing skills.
ERP systems experience (Oracle/PeopleSoft preferred).
Travel Occasional travel (one day per month on average) to Pew's Philadelphia office.
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.
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 stimulate 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. From its first day in 1948, Pew's founders steeped the new institution with the entrepreneurial and optimistic spirit that characterized their lives. Early priorities included cancer research, the Red Cross and a pioneering project to assist historically black colleges.