Subcontracts Specialist

Job Summary:

The Subcontracts Specialist assists in the procurement process, from the initial requisition stage through to complete and final settlement when pertinent invoicing takes place. This position independently determines the disposition of routine subcontracts problems. The Subcontracts Specialist requires the ability to prioritize and meet deadlines; and they must be capable of working with little guidance.

Duties & Responsibilities:

Responsible for assuring that the requirements for purchased items are filled in a timely and cost-effective manner and that stocking levels are maintained within established guidelines.

Under the direct supervision of the Senior Contracts Manager, he/ she is responsible for managing the logistical requirements of the Tetra Tech team.

Implements, controls and maintains an effective communications system with other departments.

Audits, checks and controls subcontracts, procurements, and purchases.

Maintains all subcontract and procurement filing properly in accordance with the FAR.

Assists the Subcontracts Manager as needed.

Prepares Bid Package RFP/RFQ’s, subcontracts, and change orders.

Reviews orders for completeness, accuracy, and compliance.

Organizes, updates, and retains product information files and records.

Prepares and reviews contracts; negotiates price, contract terms and conditions, and statements of work.

Reviews and negotiates price quotations and proposals for long term agreements.

Manages relationships for assigned subcontractors/suppliers.

Maintains data and prepares reports using office automation software as requested.

Works with local suppliers, including travel to local places of business for the purpose of acquiring local goods as back-up to the Buyer.

Capable of designing reports as needed, uploading electronic files in a timely manner, and building and maintaining subcontract hard copy files as well as electronic files.

Able to act as Lead when needed, and offers assistance in a manner which is conducive to training subordinate employees.

Demonstrates the willingness to learn and offers continuous improvement efforts.

Works in close collaboration with the finance and accounting team.

Able to immediately start completing vetting requests for multiple new subcontractors.

Performs any other related tasks assigned by the line manager/ supervisor.

Job Requirement:

A Business Degree or equivalent work experience (minimum five years) with USAID or NGO’s. A Business Degree and work experience with USAID is preferred.

Comprehension of general business practices relating to the purchase, pricing, terms, shipment, taxes, and payment for commodities and services.

Experience in preparing RFPs and RFQs.

Familiarity with US Government Contracts.

Able to read, comprehend, and apply knowledge relating to subcontracts and purchasing processes in English.

Able to communicate verbally in English with customers, co-workers, and vendors in face-to-face, one-on-one settings; as well as over the telephone and/or via email.

Capable of entering data into a terminal, PC, or other keyboard device, for long periods of time.

Ability to file and update files, both hard and soft copy files.

Able to work cooperatively with other employees, branches and suppliers.

Capable of performing arithmetic calculations, such as calculating interest, discounts, and shipping charges, including the ability to use common units of measure.

Familiar with and proficient in Microsoft Office (particularly Word, Excel, PowerPoint, and Outlook), Adobe Acrobat, Skype for Business, Internet Explorer, and Nuance.

Able to maintain an effective liaison with vendors, management, staff, and co-workers.

Job Location: