Contracts Administrator

SUMMARY DESCRIPTION

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 global public health policy programs, including tobacco control, food policy, cardiovascular health, road safety, drowning prevention, vital statistics, preventing epidemics, and other emerging programs.

The Contracts Administrator will be responsible for 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 maintaining and further developing the subcontracts within a database and working closely with the International Grants Administrators, Programs and Finance Department staff to provide comprehensive, cross-cutting support for international work.

This position is a hybrid role based in Washington DC with three days in the office and reports to the Director of Grants, Contracts, and Administration.

SKILLS YOU'LL BRING TO THE ROLE:

• Supports and maintains professional and dependable relationships with both internal and external staff, consultants, and contractors, which includes international and U.S. and internationally based colleagues, contractors, and vendors.
• Ensure that international sub-contracts clearly define the scope of work and financial details, and compliant with US or foreign laws/regulations, and the organizations policies and procedures;
• Provide guidance to internal and external global staff and advisors 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 the identification of risk and potential conflicts;
• In coordination with senior Contract Administrator and Director for Administration, 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 Department Director(s) and Administrator(s), assist Contracts Department and Finance Department (upon request) with narrative monitoring and reporting (monthly/quarterly/yearly);
• Coordinates with programs and finance units, Grants and Contracts Director and Financial Compliance Officer 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 reports, invoices, and payment deadlines.

ADDITIONAL RESPONSIBILITIES

• Train staff supporting international programs on relevant existing or new internal subcontracts and compliance processes;
• Contribute to efforts to maximize efficiency, efficacy and successful support for subcontractors and sub-grantees and optimal outcomes of sub-contracts procedures and alignment with sub-grant programs and Human Resources policies;
• Participate in 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 Directors, International Contracts and Contracts Department and Vice-President.

SKILLS YOU'LL BRING TO THE ROLE:

• Three to Five (3-5) years of experience in sub-contracts management and working in a fast-paced environment.
• Bachelor’s 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.

WHY JOIN THE CAMPAIGN FOR TOBACCO FREE KIDS?

•100% company paid health, vision, and dental for you; 70-80% contribution to these coverages for your dependents.

•Paid parental leave benefits (4 weeks paid maternity/paternity leave), in addition to the federal and local leave provisions.]

•403b plan participation (with 9% company contribution)

•10 paid company holidays, 15 vacation days, 10 sick days and 5 personal days (on an accrual basis each calendar year)

•A hybrid work schedule (3 days in office; 2 days remote)