Senior Contract Administrator ( repost 11-4-26 )

Government of the Virgin Islands; Charlotte Amalie (United States Virgin Islands); On-site; USD 85,000 - 115,000; Full time

Job summary

Government of the Virgin Islands seeks a Contract Administrator to direct large-scale procurement programs, write and administer contracts, and manage change orders to assure fair, compliant processes.

The role requires a Master’s or equivalent with 5+ years of administrative and procurement experience, strong negotiation, and ability to coordinate multiple projects; reports to the Procurement Assistant Commissioner.

Qualifications

• Knowledge of government policies, laws, rules, and procedures governing administration and contracting.
• Ability to negotiate and administer contracts.
• Ability to lead conferences to reconcile objectives among stakeholders.
• Strong organizational and planning skills with attention to detail.
• Ability to manage multiple concurrent projects.

Responsibilities

• Directs administration of contracts and procurement programs across agencies.
• Prepare and amend scopes of work, contracts, and amendments.
• Attend bid openings and negotiate contract terms with vendors.
• Develop scopes of work and conduct market research for procurement needs.
• Coordinate approvals and ensure compliance with laws and policies.
• Maintain meticulous records and monitor contract performance.

Skills

Negotiation

Contract Administration

Procurement Knowledge

Policy Understanding

Project Coordination

Communication Skills

Attention to Detail

Record Keeping

Team Leadership

Education

Master’s Degree in Business or Public Administration

Bachelor’s Degree in Business or Public Administration

Tools

Microsoft Office

Contract Management System

Job description

Under the general supervision of the Commissioner or designee, an employee in this class performs highly responsible and specialized Administrative and Managerial work in directing a large scale and complex departmental programs.

The Contract Administrator assumes responsibility for writing/drafting/developing and administering assigned scopes of work, and contracts for all agencies of government. The scopes of work and contracts involve professional services, items, equipment, construction and services required, function within a broad framework of existing laws, policies, rules and regulations with considerable latitude for individual discretion.

Plans, organizes, and directs the Administration of Contracts for the proper management and operations of the department in order to ensure efficient and effective functioning within the framework of departmental needs in accord with rules, laws, regulations and policies.

Initiates, prepares correspondence and makes amendments to the documents to the contractors as needed.

Prepares change orders and Supplemental Agreements that reflect a greatvariety of changes that occur during the life of contracts, or prior to finalization byassuring that the Government has received the benefit of equitable process or pricereductions or other considerations during the negotiation period and prior to theformalizationofthenegotiatedcontracts.

Maintains security precautions that relate to the preclusion of dissemination ordisclosure prior to negotiations of confidential or official information contained inapplicable contractfiles.

Determinesthat sufficient andappropriatelychargeablefundsareavailableandobligated priortoawardofcontracts.

Attends bids openings, and act as principal negotiator for the formalization ofinformalcommitments.

Develop scopesofwork, write/draftcontracts,amendments,supplemental,renewals,andallagreements.

Conduct research and evaluation of current and potential services to satisfygovernmentneeds.

Performs related work as required

Master’sDegreeinBusinessorPublicAdministrationandfive(5)yearsofresponsibleadministrative,legal, technicalexperience.

OR

Graduation from a recognized College or University with degree in Business or Public Administration and at least five (5) years’ experience which has demonstrated competence in administration, and supervision of employees in the field of Business or Public Administration.

FACTOR1–KNOWLEDGEREQUIREDBYTHEPOSITION

Knowledge of government and DPP policies, laws, rules, regulations, and standardoperating procedures governing Administration, Contracting, Procurement, and otherfunctionsrelatedtoAdministration;

Abilitytoperformlevelof worksuchasnegotiating,awarding,administeringorterminatingofcontracts;

Ability to lead conferences and discussions to reconcile different objectives andviewpointsamongstrepresentativesof theGovernmentagencyconcerned, contractors,andvendors;

Abilityto coordinatea variety ofdataand controlfactorsin developing plansorcoursesofaction;

Well organized,abletoprioritize,meet deadlinesandmaintain meticulousrecords.

Sound organizational andplanning skillswithasolid attentiontodetail;

Demonstratedability to organize,coordinate,andexecuteondetails;

Demonstrated ability to effectively manage and participate in multiple, concurrentprojects;

Ability to establishand maintaineffectiveworkingrelationships,facilitategroupsandmeetings;

Effectivecommunicationskillsandexcellentinterpersonalskills;

High levelofcriticalthinkingandreasoningskills;

Strong writtenand oral communicationskills;

Ability to usethepersonal computerandrelated softwareapplications.

Work collaboratively and closely with user agencies towards developing RFP, RFQ andIFBscopes ofwork.

Workcollaborativelyandcloselywithuser agenciestowardsdrafting/writing/developingallcontracttypes,amendments,supplementals,andrenewals.

Conduct market research for the development and drafting of scopes of works andcontracts.

Workcollaboratively andclosely with useragenciestogain aclearunderstanding oftheirrespective program/divisions/departmentneeds.

Conduct communicationswithvendorsandcollectvendordocumentstosupportcontractsandallothertypeagreements.

FACTOR 2 – SUPERVISORY CONTROLS

Reportsdirectly totheAssistant CommissionerofProcurementwhoperiodicallyreviewsworkinprogressand upon completionprovidestechnical assistanceon complexcontracting documents.

FACTOR3 -GUIDELINES

Employeeisexpectedtouseknowledgeacquiredthroughtrainingandexperienceinmakingindependentdecisions.Additionally,departmentalguidelinesand proceduresmust befollowed.

FACTOR4- COMPLEXITY

Work responsibilities include independent judgment is exercised in the handling of completeprocurement transactions and interrelationships between user agencies, approving agencies andvendors.

FACTOR5–SCOPEANDEFFECT

Responsibleforanalyzingrequisitionsandallsupportingdocumentsforpurchases,recommendingbidpackages,enforcingcompetitiveproceduresinaccordancewithestablishedlegalandproceduralrequirements,andcommunicatingwithvendors.

FACTOR6–PERSONALCONTACTS

Personal contacts are with vendors, co-workers, supervisor(s), heads of agencies and boards, employees of government and other administrative officials.

FACTOR7– PURPOSEOFCONTACTS

Thepurposeofthecontactsistomaintainpoliciesandproceduresthatarefair,open,andcompliantwithlocalandfederallaws.

FACTOR8 –PHYSICALDEMANDS

Employee works in an office while maintaining and analyzing bid packages, and more applicabletotheday-to-dayoperationsofthedepartment.

FACTOR9–WORK ENVIRONMENT

The work environment is a professional office environment and may occasionally handle absentee replacement duties on short notice.