Fresher Contracts Management Specialist (CMS) Careers – U.S. Peace Corps

Organization: U.S. Peace
Corps
Duty Station: Kampala,
Uganda
Report to: Deputy Director
of Management and Operations (DDMO)
Vacancy Announcement No.:
2016-016
About Peace Corps:
The U.S. Peace Corps is an international autonomous agency of the US
Government with operations in over 65 countries. It operates in Uganda by the
invitation of the Government of Uganda. Peace Corps Uganda has a memorandum of
understanding with government ministries that outline broad areas of agreement
of cooperation regarding the work of Peace Corps Volunteers in Uganda.
Volunteers are assigned to government and non-government agencies and
organizations, community based organizations, universities, colleges and
schools who partner to enable Volunteers to provide capacity building in
Education, Health and Community Agribusiness. Peace Corps also aims to build
cultural understanding between Americans and Ugandans.
Job Summary: The Contracts
Management Specialist (CMS) will be dealing with a variety of requirements and
acquisitions (including contracts and Interagency Agreements) for Peace Corps
Uganda’s programs. The Specialist has responsibility for all actions pertaining
to this, from initial planning, the solicitation process, drafting award
documentation for approval, and including the full spectrum of contract
administration activities through closeout. In addition, the Specialist is
responsible for providing technical acquisition assistance.
Key Duties and Responsibilities:
 
Financial / Procurement: 70%
·        
Oversees
the maintenance of contractor records and files, contract procurement files.
·        
Supports
the DDMO with yearly budget operating plan formulations through analysis of
prior year costs factors and anticipated changes in program operations and
market factors.
·        
Support the DDMO in performing all daily financial transactions using
Agency-standard computer software (FOR Post); prepares cashier disbursements,
collections and Travel Advances. Ensures all transactions are charged to the
appropriate Fiscal Year and that all support document/obligation
documentation is on file. Informs DDMO of any discrepancies in accounting data.
·        
Supports
the DDMO in developing and maintaining good working relationships with local
vendors. Directs the preparation and timely receipt of vendor payments
ensuring that all financial matters are handled in accordance with established
regulations and policies.
·        
Adheres
to a strict schedule of weekly preparation and filing method of non-cashier
vouchers. Ensure that payments are made to external vendors in a timely
manner and are compliant with agency policy, including proper documentation of,
but not limited to fiscal coding, bona fide need and competition. Maintain
complete financial files and historical payments records in a manner that is
compliant with agency regulation and USG regulations on record retention and
destruction. Be the primary person of contact for records related to this.
·        
Prepares
service contracts for vendors, Leases and Purchase Orders ensuring that these
contracts are properly documented and compliant with USG government, and
agency policy.
·        
Prepares
obligations for service contracts and completes fiscal documentation of service
contracts.
·        
In charge
of the maintenance and close-out of all external vendors and contract file obligations.
·        
Maintains
official logs for contracts and leases (including those for option year renewal
notices). Prepares contract amendments and option notices.
·        
Prepares
purchase orders and obligation documentation for contract procurements and
other categories as needed.
·        
Advertisement
for contractor bids and application submission for PSC and venues.
·        
Prepares
pre-contract actions for approval for all personal service and non-personal
service contracts and leases (including office, training facilities,
staff residences and PST trainer lodgings).
·        
Prepares
contract amendments and option notices.
·        
Formulates
all lease agreements and maintains lease files for offices and residences.
·        
Prepares
and sends out requests for quotes, analyze bids/quotes
·        
Acts as
the point of contact with Peace Corps Uganda vendors.
·        
Serves
as post’s purchase card (government credit card) holder for purchases up to USD
3,000.
·        
Processes
and requests vendor identifications for new vendors by submitting to PC/Wash
Administrative and Volunteer Support 25%
·        
Work in
close coordination with post’s programming and training staff, provides
effective administrative support on post’s programming and training activities.
·        
Supports
the DDMO in developing administrative manuals, handbooks, and procedural
memos to document internal policies and procedures; and provides technical
assistance and guidance to the CD and other staff on administrative policies,
operations, and issues.
·        
In charge
of the maintenance, organization and update of all administrative
hardcopy & e-files includes vendor records, contracts, leases, financial
documentation and personnel files.
·        
Offers
logistical regional support to PC Uganda training events as needed.
·        
Support
the DDMO to ensure that the Travel Coordinator and FAs have drafted
Travel Authorizations for all routine, non-routine and emergency staff and
Volunteers travel. Assists Travelers on preparation of Travel Reimbursement
Vouchers and outstanding Travel Advance clearance.
·        
Assist
enter Volunteer information into Odyssey – this includes VESI, VICA and
other Peace Corps designated applications.
Other Duties: 5%
·        
Back-up
of the HR Specialist as assigned by the DDMO
·        
Duty
Officer
·        
Performs
other duties as assigned by the DMO or CD.
Qualifications, Skills and
Experience: 
·        
The ideal candidate for the Unites States Peace
Corps Contracts Management Specialist (CMS) career opportunity must hold a Bachelor’s degree in Business
Administration is required. An advanced degree in Business Administration
or Management is preferred.
·        
At least
two years of practical experience. Previous experience working with the US
Government is highly desirable.
·        
Practical knowledge and application of the
Federal Acquisition Regulations is a requirement for this position.
·        
The position requires knowledge of contracting
principles, laws, regulations and procedures applicable to pre-award and/or
post-award actions sufficient to procure and/or administer contracts for major
development, testing, and/or production.
·        
Familiarity with business strategy and program
or technical requirements is required sufficient to perform in-depth
evaluations of the financial and technical capabilities, or the performance of
the contractor.
·        
Possess excellent verbal and written communication
skills.
·        
Excellent
computer skills with proficiency in  Microsoft Office, financial software and
internet is a must.
·        
Previous
experience in a fast paced work environment.
·        
Excellent
interpersonal, organizational and time management skills. 
·         The person must feel comfortable working
collaboratively with colleagues from multicultural backgrounds.
·        
Must be legally able to work in Uganda.
·        
Languages: Excellent written and verbal
communication skills in English.
How to Apply:
All suitably qualified and interested candidates are encouraged to send
their electronic applications with a Word formatted letter of interest, resume,
names and contact information for three references to
applications@ug.peacecorps.gov
Please clearly indicate your name and the position applied for on the
subject line of the cover email as well as on all the attachments: For example
“Katungu Bonita_ CMS” for the the Contracts Management Specialist Position. Do
not write any other words in the subject line of your mail. Submitted documents
become the property of the Peace Corps and will not be returned.
NB: If called for an
interview, you will be expected to bring a reference letter from your area
Local Council (LC1) as well as your academic credentials. 
Deadline: 14th November 2016
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