Contract Assistant
Contract Assistant
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$ 85000 - 95000
1 Vacancy
Job Description
Overview
Nakupuna Solutions is looking for a Contract Assistant. The EURIO/EX/GSD Professional Support Services team ensures the operational effectiveness of the Bureau of European and Eurasian Affairs (EUR) and the Bureau of International Organization Affairs (IO). These services provide comprehensive administrative analytical and programmatic support that enables both bureaus to carry out their diplomatic foreign policy and international development objectives efficiently and effectively. By supporting daytoday operations facilitating interagency coordination and ensuring compliance with Department of State policies and procedures these professional services help maintain the continuity and integrity of overseas posts and Washingtonbased offices.
Responsibilities
The Contract Assistant provides comprehensive administrative and program support across a range of contract and operational functions. It involves coordinating employee onboarding processes maintaining accurate documentation and records supporting contract lifecycle activities and ensuring compliance with applicable procedures and deadlines. The role also includes facilitating communication between stakeholders tracking key deliverables assisting with procurement and reporting tasks and contributing to overall program efficiency through effective organization and attention to detail. The following reflects managements definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign additional duties and responsibilities to this job at any time due to reasonable accommodation or other reasons. The ideal candidate will:
- Monitors program activities to ensure efficient management and equitable distribution of resources.
- Serves as the primary point of contact for onboarding new contract employees including submitting requests for Network/SMART accounts preparing badge request forms through the Automated Badge Request (ABR) system and coordinating the completion of required governmentissued and administrative forms.
- Reviews updates and prepares welcome packages for new contractors to ensure smooth onboarding and compliance with established processes.
- Assists the Contracting Officer Representative (COR) with the administrative coordination of contract task orders throughout the full contract lifecyclefrom proposal development to project closeoutin accordance with applicable regulations and procedures.
- Organizes and maintains contract records and management folders in SharePoint to ensure accessibility and version control.
- Reviews invoices for accuracy and compliance using the online Invoice Processing Platform (IPP).
- Develops and maintains a compliance calendar or tracking document in Excel to monitor outstanding contractual tasks and report deadlines including contract renewals registrations and required action items.
- Assists the logistics division by conducting product equipment and supplier research and providing related guidance as needed.
- Maintains complete and accurate contract files in compliance with all applicable regulations to support internal administration and audit readiness through eFiling in the Integrated Logistics Management System (ILMS).
- Submits requisitions through Ariba for minor contract modifications and prepares associated supporting documentation for actions such as funding adjustments period of performance extensions and other administrative changes.
- Assists with compiling data for briefing materials charts and reports as directed by the Division Chief and/or Contracting Officer Representative.
- Supports yearend purchasing and funding activities related to contract actions and remains informed of customer contract policies and procedures.
- Collects utilization data and prepares clear accurate and concise reports as required for internal or external review.
Qualifications
Skills/Qualifications: The ideal candidate will demonstrate sound judgment in difficult or sensitive situations and possess the ability to work independently intuitively and with a high level of attention to detail. They should be capable of problemsolving and effectively communicating with government management as well as internal and external stakeholders to resolve financial discrepancies and clarify contract information. A strong sense of initiative effort and commitment to completing assignments in a timely manner is essential. The candidate must be able to prioritize tasks independently exhibit excellent interpersonal skills to interact with individuals and groups at all levels and clearly present ideas and concepts. Exceptional customer service along with strong written and oral communication skills is required. The candidate should also be able to participate productively as a contributing member of a collaborative team environment.
Education and Experience:
- A minimum of three years of relevant experience as an analyst supporting programs in the field specifically within the government contracting environment;
OR - At least two years of experience managing complex multitasked projects that require strong interpersonal and customer service abilities as well as demonstrated skills in writing analysis problemsolving and advanced computer use;
OR - Foundational knowledge in purchasing and accounting obtained through completion of an Associates degree supplemented by an additional two years of relevant professional experience.
Clearance: Secret clearance is required. Must be a U.S. Citizen.
Physical Requirements: The ideal candidate must at a minimum be able to meet the following physical requirements of the job with or without a reasonable accommodation:
- Ability to perform repetitive motions with the hands wrists and fingers.
- Ability to engage in and follow audible communications in emergency situations.
- Ability to sit for prolonged periods at a desk and working on a computer.
The Nakupuna Companies use a marketbased compensation strategy to ensure that our employees are compensated within applicable market ranges commensurate with multiple factors including but not limited to the individuals particular combination of education knowledge skills competencies and experience as well as contractspecific affordability organizational requirements and position location. The projected compensation range for this position is $85000.00 to $95000.00 (annualized USD). The salary range displayed represents the typical salary range for this position and is just one component of Nakupuna Companies total compensation package for employees.
Employment Type
Full-Time
