The Contracts Administrator is a member of the dynamic, results-oriented International Grants and Contracts Department at the Campaign for Tobacco-Free Kids (CTFK) and the Global Health Advocacy Incubator (GHAI). The GHAI draws on lessons learned from tobacco control and its growing experience on other public health issues to support policy advocacy campaigns and initiatives around the globe to improve health policies and outcomes. The International Grants and Contracts Department supports sub-contracts and sub-grant work in over 40 countries in multiple health policy programs, including tobacco control, obesity prevention, cardiovascular health, road safety, vehicle standards, drowning prevention and preventing epidemics.
The Contracts Administrator will be responsible for managing administrative and financial aspects of large and diverse portfolios of sub-contracts to individual contractors, businesses, non-governmental organizations (NGOs,) universities, and governments around the world, The Contracts Administrator will hold specific responsibility for overseeing, maintaining and further developing the sub-contracts within a database.
This position reports to Associate Director, Administration, International Grants and Contracts Department and is based in Washington, D.C.
- Represent TFK/GHAI in contractual negotiations and develop and maintain professional and dependable relationships with both internal and external staff, consultants and contractors, which includes international and U.S. based colleagues, contractors and vendors.
- Ensure that international sub-contracts clearly define the scope of work and financial details, and are in compliance with US or foreign laws/regulations, and the organization’s policies and procedures;
- Provide guidance to internal global staff in the organization of the technical data, statement of work, delivery schedule, milestone payments, terms and conditions, and other contractual elements that comprise a cohesive contract;
- Analyze contract information and potential engagements for identification of risk and potential conflicts;
- In coordination with Associate Director, manage the electronic records, contracts database system and intake of sub-contracts reports and maintain accurate database records of contract schedules, amounts, reporting, correspondence, compliance documentation and closeout information;
- In coordination with Grants Associate Director(s) and Grants and Contracts Program Assistant, assist Contracts unit with narrative monitoring and reporting (monthly/quarterly/yearly);
- Coordinate with Grants and Contracts Associate Directors for International Programs to ensure timely processing of contract and sub-grant agreements, cost norms across partner countries, and subsequent payment disbursement.
- Send regular notifications to sub-contractors and staff on the Global Programs regarding upcoming report, invoice and payment deadlines.
- Train staff supporting international programs on relevant existing or new internal sub-contracts and compliance processes;
- Contribute to efforts to maximize efficiency, efficacy and successful support for sub-contractors and sub-grantees and optimal outcomes of sub-contracts procedures and alignment with sub-grant programs;
- Participate regular meetings or phone calls with TFK Finance & Administration staff to review and discuss any contracts or process issues.
- Perform other duties as directed by the Vice President of Global Operations and the Associate Directors, International Contracts and Contracts Department.
- Five (5) years of experience in international sub-contracts management.
- Bachelor’s degree required; Graduate degree preferred
- Experience with database systems, preferably Fluxx.
- Knowledge of and proficiency with a variety of computer software applications including Microsoft Word, Microsoft 365, Excel, Access, PowerPoint, Outlook, DocuSign Database experience with Fluxx preferred.
- Accuracy, speed and attention to detail.
- Excellent oral and written communication skills.
- Must be reliable, flexible and supportive team player with cross-cultural sensitivity.
- Proficiency in foreign language(s) desired.
- U.S. Work Authorization Required.
How to Apply
To apply for this position, please email a cover letter, resume and salary requirement to: [email protected] Please reference the position code: CA/09 in the subject line of your email.
Applications will be accepted until the position is filled. No phone calls please.