Job Title: Contracts Management Specialist (CMS)
Organization: U.S. Peace Corps
Duty Station: Kampala, Uganda
Report to: Deputy Director of Management and Operations (DDMO)
Vacancy Announcement No.: 2016-016
About Peace Corps:
The U.S. Peace Corps is an international autonomous agency of the US Government with operations in over 65 countries. It operates in Uganda by the invitation of the Government of Uganda. Peace Corps Uganda has a memorandum of understanding with government ministries that outline broad areas of agreement of cooperation regarding the work of Peace Corps Volunteers in Uganda. Volunteers are assigned to government and non-government agencies and organizations, community based organizations, universities, colleges and schools who partner to enable Volunteers to provide capacity building in Education, Health and Community Agribusiness. Peace Corps also aims to build cultural understanding between Americans and Ugandans.
Job Summary: The Contracts Management Specialist (CMS) will be dealing with a variety of requirements and acquisitions (including contracts and Interagency Agreements) for Peace Corps Uganda’s programs. The Specialist has responsibility for all actions pertaining to this, from initial planning, the solicitation process, drafting award documentation for approval, and including the full spectrum of contract administration activities through closeout. In addition, the Specialist is responsible for providing technical acquisition assistance.
Key Duties and Responsibilities:
Financial / Procurement: 70%
· Oversees the maintenance of contractor records and files, contract procurement files.
· Supports the DDMO with yearly budget operating plan formulations through analysis of prior year costs factors and anticipated changes in program operations and market factors.
· Support the DDMO in performing all daily financial transactions using Agency-standard computer software (FOR Post); prepares cashier disbursements, collections and Travel Advances. Ensures all transactions are charged to the appropriate Fiscal Year and that all support document/obligation documentation is on file. Informs DDMO of any discrepancies in accounting data.
· Supports the DDMO in developing and maintaining good working relationships with local vendors. Directs the preparation and timely receipt of vendor payments ensuring that all financial matters are handled in accordance with established regulations and policies.
· Adheres to a strict schedule of weekly preparation and filing method of non-cashier vouchers. Ensure that payments are made to external vendors in a timely manner and are compliant with agency policy, including proper documentation of, but not limited to fiscal coding, bona fide need and competition. Maintain complete financial files and historical payments records in a manner that is compliant with agency regulation and USG regulations on record retention and destruction. Be the primary person of contact for records related to this.
· Prepares service contracts for vendors, Leases and Purchase Orders ensuring that these contracts are properly documented and compliant with USG government, and agency policy.
· Prepares obligations for service contracts and completes fiscal documentation of service contracts.
· In charge of the maintenance and close-out of all external vendors and contract file obligations.
· Maintains official logs for contracts and leases (including those for option year renewal notices). Prepares contract amendments and option notices.
· Prepares purchase orders and obligation documentation for contract procurements and other categories as needed.
· Advertisement for contractor bids and application submission for PSC and venues.
· Prepares pre-contract actions for approval for all personal service and non-personal service contracts and leases (including office, training facilities, staff residences and PST trainer lodgings).
· Prepares contract amendments and option notices.
· Formulates all lease agreements and maintains lease files for offices and residences.
· Prepares and sends out requests for quotes, analyze bids/quotes
· Acts as the point of contact with Peace Corps Uganda vendors.
· Serves as post’s purchase card (government credit card) holder for purchases up to USD 3,000.
· Processes and requests vendor identifications for new vendors by submitting to PC/Wash
Administrative and Volunteer Support 25%
· Work in close coordination with post’s programming and training staff, provides effective administrative support on post’s programming and training activities.
· Supports the DDMO in developing administrative manuals, handbooks, and procedural memos to document internal policies and procedures; and provides technical assistance and guidance to the CD and other staff on administrative policies, operations, and issues.
· In charge of the maintenance, organization and update of all administrative hardcopy & e-files includes vendor records, contracts, leases, financial documentation and personnel files.
· Offers logistical regional support to PC Uganda training events as needed.
· Support the DDMO to ensure that the Travel Coordinator and FAs have drafted Travel Authorizations for all routine, non-routine and emergency staff and Volunteers travel. Assists Travelers on preparation of Travel Reimbursement Vouchers and outstanding Travel Advance clearance.
· Assist enter Volunteer information into Odyssey – this includes VESI, VICA and other Peace Corps designated applications.
Other Duties: 5%
· Back-up of the HR Specialist as assigned by the DDMO
· Duty Officer
· Performs other duties as assigned by the DMO or CD.
Qualifications, Skills and Experience:
· The ideal candidate for the Unites States Peace Corps Contracts Management Specialist (CMS) career opportunity must hold a Bachelor’s degree in Business Administration is required. An advanced degree in Business Administration or Management is preferred.
· At least two years of practical experience. Previous experience working with the US Government is highly desirable.
· Practical knowledge and application of the Federal Acquisition Regulations is a requirement for this position.
· The position requires knowledge of contracting principles, laws, regulations and procedures applicable to pre-award and/or post-award actions sufficient to procure and/or administer contracts for major development, testing, and/or production.
· Familiarity with business strategy and program or technical requirements is required sufficient to perform in-depth evaluations of the financial and technical capabilities, or the performance of the contractor.
· Possess excellent verbal and written communication skills.
· Excellent computer skills with proficiency in Microsoft Office, financial software and internet is a must.
· Previous experience in a fast paced work environment.
· Excellent interpersonal, organizational and time management skills.
· The person must feel comfortable working collaboratively with colleagues from multicultural backgrounds.
· Must be legally able to work in Uganda.
· Languages: Excellent written and verbal communication skills in English.
How to Apply:
All suitably qualified and interested candidates are encouraged to send their electronic applications with a Word formatted letter of interest, resume, names and contact information for three references to firstname.lastname@example.org
Please clearly indicate your name and the position applied for on the subject line of the cover email as well as on all the attachments: For example “Katungu Bonita_ CMS” for the the Contracts Management Specialist Position. Do not write any other words in the subject line of your mail. Submitted documents become the property of the Peace Corps and will not be returned.
NB: If called for an interview, you will be expected to bring a reference letter from your area Local Council (LC1) as well as your academic credentials.
Deadline: 14th November 2016
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