Job title: Contract Compliance Coordinator – French Speaker
Department: PMI Impact Malaria
Based in Washington DC
Reports to the Contracts and Compliance Manager
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 7,000 “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.
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.
The PMI Impact Malaria (IM) project under Population Services International (PSI) seeks a Contract Compliance Coordinator to support the Contract Compliance team to ensure donor compliance for a multi-country, multi-million-dollar USAID malaria service delivery program across public, private and community channels, and shape the future of malaria case management in at least 17 countries.
The ideal candidate is an organized, clear communicator and has a demonstrated ability to perform and prioritize a variety of tasks, sometimes on short notice within designated deadlines. In an effort to support Impact Malaria staff with implementation of program activities, s/he will conduct an in-depth review of files to allow the team to confidently confirm that prime award and subaward files are up to date, accurate and complete.
Sound like you? Read on.
Management and Contract Compliance of IM International Travel Approval Requests
- Accurately prepare international travel approval requests for submission to USAID in compliance with USG and IM contract Regulations and IM project expectations
- Track travel approval requests and approvals and maintain trip request email account.
- Oversee and maintain travel approval requests filing system
- Update travel approval request SOP as required and needed for continuous quality improvement with oversight from Contracts and Compliance Manager
- Advise IM project staff and all travelers for IM on USG and IM regulations and procedures for international travel under the project and assist in contractual related inquiries with oversight from Contracts and Compliance Manager
- Prepare and deliver periodic trainings and info session on IM travel approval request regulations and procedures
- Assist with development and/or drafting of subcontracts and subsequent amendments.
- Learn to identify and evaluate risks, minimize exposure, and assist the Contracts and Compliance Manager with ensuring compliance from inception to closeout.
- Conduct pre-award assessments of subcontractors, draft selection and negotiation memoranda, and develop risk-based monitoring plans for subcontractors.
- Draft subcontracts for review and approval by PSI Grants & Contracts Department.
- Assists with site visits and ensure that site visits and ongoing monitoring of subcontractors is 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.
- Ensure FFATA reporting in fsrs.gov for all first-tier subcontracts/subawards.
Internal Compliance Reviews
- Assist with internal compliance reviews as guided by the Contracts and Compliance Manager.
- Review prior audits to identify areas for improvement related to contract management.
- Maintain proper filing on subject, providing evidence and solid supporting documentation for all compliance reviews and initiatives performed by Impact Malaria team.
- Maintain IM and PSI filing systems, update all relevant project trackers
- Maintain an electronic library of IM’s various templates and SOPs related to contractual compliance and procedures
- Assist with drafting approvals to procure goods and services
- Provide guidance on procurement rules and regulations
- Support compliance and procurement training and orientation to the project staff in the HO and in the field.
What are we looking for?
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
- Cover Letter Required
- Bachelor’s Degree required
- French language professional proficiency required
- Minimum of 2 years’ in a fast paced office environment.
- Knowledge of and experience working in contexts that support and execute U.S. Government procurement processes, contracting procedures, regulations, and policies (i.e. FAR, AIDAR, 2CFR200 cost principles,) strongly preferred.
- A drive to learn and implement Federal Travel Regulations (FTR) with the utmost attention to detail and thoroughness. Prior knowledge and experience implanting FTR is a plus.
- Advanced computer skills: MS Office applications, including Word, Excel, Adobe Acrobat, PowerPoint, Access, SharePoint, and knowledge of graphic design.
- Ability to write well with strong attention to detail in order to compose reports, presentations, and emails in an organized, logical, and concise manner.
- Highly organized and able to juggle multiple, competing priorities with poise and composure
- Strong desire to learn
Icing on the Cake:
- Strong preference for experience in USG contract compliance administration, with an emphasis on USAID government contracting and procurement.
- Experience responding to audit inquiries, working closely with external parties to ensure a high degree of compliance.
- Experience living or working in developing countries preferred.
References will be required. The successful candidate will be required to pass a background check. Must be authorized to work in the U.S.
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.