Position Objective: Provide services as a Program/Contract Specialist in support of the overall functions of the National Institute on Minority Health and Health Disparities (NIMHD) within the National Institutes of Health (NIH). Under this task order, the contractor will provide support services to satisfy the overall operational objectives of the Institute. The individual will perform a variety of actions from HR, Budget, resolution of outstanding obligations, develop/review/update Standard Operation Procedures checklist, travel, procurement, acquisition, etc. Many duties can be performed via telework, however not all and on-site support is will be required (examples include but are not limited to): Onboarding, offboarding, assisting with events, etc. Contract/Acquisitions - will prepare, review, and submit contract documentation, be a POTS administrator, training staff (POTS, COR I-III, acquisitions, requisitions, etc.).

Duties and Responsibilities:

• Assist contract specialists conduct market research and prepare findings.
• Assist contract specialists review contract packages for compliance with Federal Acquisition Regulations (FAR) and document concerns.
• Assist contract specialists route contract packages for approval and file documentation appropriately. Assist contract specialists prepare audits for contract closeout.
• Assist contract specialists assemble the necessary forms, documents, and attachments (such as Statements of Work, Justifications and Approvals, Independent Government Cost Estimates, Contracting Officer's Authorization Letters, etc.) to prepare a Federal contract or contact modification package.
• Performs internal audits of acquisitions/purchases to be sure adherence to policy and guidelines for both the Purchase Card and contracts.
• Assist contract specialists conduct Independent Government Cost Estimates (IGCE) and budget analysis. Assist contract specialists prepare and submit funding documentation.
• Assist contract specialists review and validate invoices.
• Assist contract specialists prepare for financial reviews by developing presentation materials, running reports, and conducting analysis.
• Assist contract specialists format tracking spreadsheets and maintaining source documentation on SharePoint. 1
• Assist contract specialists configure tracking software and applications and conduct routine maintenance. Assist contract specialists log and annotate contract actions and activities in spreadsheets.
• Assist contract specialists consolidate data calls, requests for information, correspondence and other data. Assist contract specialists access and search tracking systems and retrieve contract documentation.
• Work with various staff with the use of the Purchasing Online Tracking System (POTS), review routing process, make recommendations for improvement, possibly act as the IC POTS Administrator. 2
• Assist IC in tracking existing contract and working to ensure next contract is in place prior to expiration of existing Assist IC in resolving any Ratification and training staff in policies/practices to avoid future Ratifications.
• Assist contract specialists respond to internal inquiries regarding contract release, evaluation and selection status.
• Assist contract specialists collect, log, review and respond to external submissions related to Requests for Information (RFI), Request for Proposal (RFP) Questions and Answers, etc.
• Assist contract specialists receive, log and respond to external inquiries regarding contracts not related to existing RFIs or RFPs.
• Assist contract specialists draft official communication for release to industry regarding contract activities.
• Assist contract specialists gather, review and provide contract related information and data to support official contract performance reporting.
• Stay abreast of changes to and research of Federal Acquisition Regulations (FAR) and related Federal acquisition standards, procedures, policies, mandates and guidelines.
• Assess current and planned contract actions and provide recommendations related to updates and changes to FAR, and related Federal acquisition standards, procedures, policies, mandates and guidelines.
• Serve as point of contact within assigned area and furnish authoritative explanations of the regulations and procedures pertaining to contract functions and applications.
• Participate in discussions with senior level management on interpretation and implementation of guidelines in the Federal Acquisition Regulations (FAR) to ensure adherence to policy.4
• Stay abreast of changes to and research of Federal Acquisition Regulations (FAR) and related Federal acquisition standards, procedures, policies, mandates and guidelines. 3
• Assess current and planned contract actions and provide recommendations related to updates and changes to FAR, and related Federal acquisition standards, procedures, policies, mandates and guidelines.
• Serve as point of contact within assigned area and furnish authoritative explanations of the regulations and procedures pertaining to contract functions and applications.
• Participate in discussions with senior level management on interpretation and implementation of guidelines in the Federal Acquisition Regulations (FAR) to ensure adherence to policy.
• Support Contracting Officers' preparation of contract opinions and decisions for distribution.
• Interact with management and Contracting Officers within the Office of Acquisitions (OA) to inform them of planned acquisitions and to ensure acquisitions submitted to OA are complete and compliant.
• Provide assistance developing acquisition plans and advice and recommendations regarding acquisition plans, approaches, options, strategies, risks and contracting methods.
• Provide expertise on acquisition methods and administration, contracting practices, principles, and policies relating to price and cost analysis, negotiations, and other strategies and techniques utilized by the Federal Government.
• Provide expertise regarding acquisition alternatives (such as General Service Administration (GSA) Schedules, Government-wide Acquisition Contracts (GWACs) including NIH GWACs, Full Open Competition, etc.) and provides recommendations.
• Develop upgrades and improvements to help manage program goals, plans, schedules, and budgets.
• Provide senior-level acquisition support to various levels of management regarding procurement-related issues, to include technology investment to improve contract management efficiency.
• Research relevant Federal acquisition topics, prepare training materials and facilitate training sessions for procurement officers (PO), contract officer representatives (COR) and contract specialist and contract officer (CS/CO) staff.
• Assess contract plans and strategies and develop, schedule and facilitate acquisition workshops, classes and programs to prepare all acquisition staff.
• Research acquisition best practices and prepare development activities and assessments to improve acquisition staff performance and proficiency.
• Coach contract specialists regarding acquisition processes, procedures, regulations and best practices.
• Advise senior acquisition staff and officials on workforce performance improvement and recommend initiatives to enhance the employee experience and increase productivity.
• Facilitates IC training and/or mentoring of CORs.
• Assess IC skills, identify knowledge gaps, make recommendations, develop/implement training courses/materials/guides/misc. documentation and implement approved training courses and materials. 5
• Perform various reviews and audits of purchases/acquisitions such as Purchase Card Audits, internal IC Audits on contracts, etc. - Bi-Weekly
• Identify knowledge gaps and Train/develop staff skill in acquisition at all levels (Purchase Card holders, simplified acquisitions, and above) - Ad-Hoc
• Track IC existing purchases/contracts, provide reminders, work with staff to ensure documentation is entered into the Purchasing Online Tracking System (POTS) correctly, track contract award issuance, work with staff when issues arise with contract with contract, update tracking logs, maintain detailed contract files, and identify knowledge gaps and make recommendations. Monitor IC acquisition goals, make recommendations to the IC in achieving acquisition goals (such as small business). - Daily
• May perform duties as the POTS administrator and/or Purchase Card Coordinator. This includes (but is not limited to): maintaining the POTS system; such as adding/removing users, adding removing charge accounts, moving orders between staff to ensure completion; performing audits answering data calls. - Daily
• Process receiving, work with various staff to resolve invoices on the on hold invoice report, maintain IC Contract files (including the tracking of payment history) to assist staff in closing or de-obligating unused funds on contracts, work with staff to resolve Undelivered Orders (UDOs), train staff on the resolution on UDOs - Weekly
• Development of various contracting/acquisition documents, such as (but not limited to): perform Market research, develop ICGE, Acquisitions Plans, Justifications - Ad-Hoc
• Review existing purchasing/acquisition processes, make recommendations for improvement, if adopted the development of training materials and deployment of training to applicable staff, and develop training materials and provide training(s). Development and maintaining intranet site (via Sharepoint) with this information - Ad-Hoc
• Development of IC specific materials and training on the use of POTS for IC staff (new and existing employees) which will be provided in a larger scale to the IC 1-2 times a year and in smaller ad hoc sessions for new staff. Will assist ASB in the development of skills in training new staff in the use of POTS. - Ad-Hoc
• Work with various IC staff to develop Contracting Officer Representative (COR) Levels 1-3. Assist staff in the submission of COR applications at various levels. – Monthly
• Review/analyze existing purchasing/acquisition record keeping system, survey/Benchmark NIH regarding various electronic methods utilized for record keeping, and make recommendations to include the transferring of any hard copy files into electronic documents/records. Development and implementation of training materials and/or courses to assist in change management. - Ad-Hoc
• Benchmark existing NIH ICs for implementation on FAR 889, review/analyze existing IC implementation of FAR 899, survey NIH regarding electronic methods being utilized, and make recommendations.Development of any training materials or courses to assist in deployment. Development and implementation of training materials and/or courses to assist in change management. - Ad-Hoc The Institute is fast paced and the individual will need to be able to handle multiple priorities at the same time, change direction/priorities quickly, and alert the executive to items which require their immediate attention. - Daily
• Reviews various items for consistency, accuracy, clarity, grammar, etc. - Daily
• Work products and documents related to setting up and formatting spreadsheets/databases to analyze information; coordinate the preparation or running of a variety of reports; gather and analyze information; develop, maintain, and utilize various databases. - Daily
• Work products and documents related to compiling data; create and maintain PowerPoint presentations, format and submit summaries for yearly reports; track, record and direct various package types; note commitments made during meetings and arrange for staff implementation, read correspondence for approval - Daily
• Work products and documents related to maintaining the office daily calendar, making appointments and arrange conferences and meetings; reserve meeting space, contact all personnel expected to attend; arrange for transportation and lodging for meeting participants; transmit agenda and all necessary background material to participants - Daily
• Work products and documents related to coordinating staff presentations and event attendance; address a variety of office needs, including word processing, information management, report preparation, publications, information gathering, communication, etc. - Ad-Hoc
• Work products and documents related to reports, presentations and speeches; maintain a file of visual aids for use in presentations; make all arrangements for presentations; prepare reports, cr5eate spreadsheets and charts, maintain databases - Ad-Hoc
• Work products and documents related to researching information and additional material; maintain status of projects; summarize and format information for distribution, including writing letters and memos, compiling data for reports, creating computerized presentations, and writing reports - Ad-Hoc
• Use various administrative programs/systems to enter, review, and track various packages - Daily
• Work collaboratively with Institute Administrative Officers to perform various actions/duties. Including bring a first point of contact (POC) for inquires for the office and Administrative Officer, triaging inquiries, including but not limited to researching HHS, NIH, or IC policies and procedures to provide guidance to customers; seeing items followed up and/or closing out actions. - Ad-Hoc
• Reviewing various reports and working with Administrative Officer to reconcile, validate, or complete actions listed on reports - Daily The incumbent's primary contacts are with employees in the agency, both inside and outside the immediate organization, such as management support and administrative support personnel. The primary purpose of the contacts is to acquire or exchange information or facts needed to complete an assignment - Ad-Hoc
• Prepares routine correspondences - Daily
• Reviews purchasing orders for correctness - Ad-Hoc
• Reads and applies government regulations, agency policies, and procedures. - Ad-Hoc
• Works in collaboration with a variety of staff to complete a variety of administrative actions - Ad-Hoc
• Takes meeting minutes and action items from a meeting for submission and distribution. - Weekly
• Cleaning of various data sources and performing audits. Examples include but are not limited to: Undelivered Orders (UDOs), P-Card files, NED discrepancies, etc. - Ad-Hoc
• Pulling variousreports, formatting reports, and distribution of reports to appropriate staff - Monthly
• Working collaboratively with various staff to facilitate projects/programs - Ad-Hoc

Basic Qualifications:

• Bachelor's degree in Finance, Accounting, Business Administration, or related field. Federal experience in Contract Management/training required (candidate likely would have prior federal service in 1100 series).
• Skilled in Microsoft Office Suite (word, excel, Outlook, etc), various communication virtual platforms (Teams, Skype, Webex, and Zoom), Adobe PDF, Purchasing Online Track System (POTS) and/or iProcurement.
• Proficiency with computer software, including online review tools, Microsoft Office suite, SharePoint, Concur Government Edition (CGE) for Travel, NIH Enterprise Directory (NED), Building Access Systems (Kastle), and ITAS.
• Experienced in cooperative agreement management, administrating Purchasing Online Track System (POTS) and/or iProcurement, blanket Purchase Agreements, Purchase Card Management, small business outreach, RFP of RFI development, Acquisition Plan Writing/Documentation, Justification and Approval Writing/Documentation.
• Experience with Public Sector Procurement and related contracting activities, market research, SOW writing, FAR, expense reconciliation, project management/planning, timekeeping, program management.
• Knowledge of Federal Travel Regulations, meeting minutes/summary reports, travel planning, Data Analysis, NIH Procurement, purchasing, and Administrative Systems, Calendaring, Scheduling, Project Management, website content management, Executive Level Support, answering Institute Main Line, outreach activities, audits, timekeeping.
• Knowledge and skill to draw conclusions and make recommendations by analyzing facts and making comparisons.
• Knowledge of business mathematics sufficient to compare and verify quantitative data.
• Basic knowledge of the following areas: communicate effectively with Senior Leadership, General Administrative Management/Services, Customer Service, Policy and Procedure research, and project management.

Minimum Qualifications:

• NIH experience preferred.
• Ability to obtain, compile, and summarize narrative information and quantitative data for use by others with in the Institute or office, prepare routine correspondences, review purchase orders for correctness, and make arrangements for travel, to include air and hotel reservations.
• Ability to read and apply government regulations, agency policies and procedures, isse, collect, and locate property.
• A high level of professionalism and outstanding business judgment are always appreciated.
• Willingness to be a team player and working with Project Managers to meet on-time deliverables and support project budgets and deadlines.
• Ability to learn proprietary programs
• Ability to multi-task and pay close attention to detail.
• Excellent analytical, organizational and time management skills.
• Strong communication skills, both oral and written.

*This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job us at recruiting@gapsi.com. You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.

GAP Solutions is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity, and gender expression, familial status, political affiliation, genetic information, or any other legally protected status or characteristics.

This position is contingent upon contract award.