Associate Director, Contracts

As an organization whose mission is to translate science into global public health impact, working on vaccines and therapeutics, IAVI has a vaccine policy which states that subject to applicable law, we require all U.S. and Puerto Rico based employees to be vaccinated for COVID-19, unless they have an approved medical or religious exemption or accommodation. We are committed to supporting our employees during this process as we work to ensure a safe and healthy work environment.

Position Description

Job Title:             Associate Director, Contracts
Location:            New York, NY Preferred; US-Remote considered
Reports to:         Executive Director, Grants, Contracts & Compliance (GC&C)

Position Summary:

Are you an experienced contracts leader who’s eager to utilize your expertise in a mission-driven organization? 

IAVI is seeking an Associate Director, Contracts who supports the Executive Director, GC&C and is responsible for managing the contracts function within the GC&C team. The Associate Director will manage procurement planning activities, drafting, negotiation, finalization, and life cycle management through close-out of all required sub-awards and contracts in compliance with IAVI Funder Requirements. The Associate Director will lead and manage a collaborative successful Contracts Team.

Key Responsibilities:

• Manage and supervise the Contracts Team including day to day supervision and leadership and responsibility for the entire Contracts portfolio.
• Manage Contracts Team and Contracts Portfolio as follows:
  • Manage the overall Procurement Policy and Processes at IAVI.
  • Work closely with the Project Teams and the Legal Team on understanding, planning and supporting all contracting needs across the organization.
  • Working with the Contract Specialists manage procurement planning across all Cost Centers at IAVI to ensure the timely processing of all contracts.
  • Support proposal development as it relates to subcontractor proposal submissions within the proposal development. This includes reviewing subcontractor RFPs, subcontractor proposals, selection justification, cost and price analysis and subcontractor due diligence documentation.
  • Draft subcontract and sub-award funder flow down provisions as needed.
  • Prepare and draft contracts, grants, subawards, and other agreements. Work closely with Contract Specialists on agreements in their portfolio.
  • Negotiate acceptable terms and conditions, including required provisions from IAVI's funders.
  • Perform all necessary pre-award due diligence in compliance with IAVI Policies and Funder Compliance Requirements. Seek funder approvals as needed, coordinating with grant and project managers as appropriate.
  • Support activities of the Finance & Administration staff in the areas of fiscal management, audit, and financial and compliance reporting for all government contracts and agreements.
  • Provide ongoing training to IAVI staff worldwide on matters related to procurements and contracts processing and the administration of contracts and sub-awards.
  • Manage IAVI’s contract’s database, ContractCentral, and train staff and Contract Specialists on it use as needed.
  • Manage Contracts Team workload including hiring, training and onboarding contract staff as needed to ensure team is fully staffed and well established to manage portfolio of contracts.
• Working with Executive Director, GC&C ensure that IAVI sub-award and subcontractor due diligence, post award management and monitoring, and procurement policies remain up to date and in compliance with funder requirements.
• Support the Executive Director, GC&C in ad hoc projects as required.

Experience and Skills:

• B.A./B.S. degree required; advanced degree and continuing education in compliance and agreement/contract management desirable.
• Minimum of years of 7 experience in contract management is required.
• Prior direct people management experience is required.
• Procurement/Contract Management, contract negotiation experience and knowledge of funders rules and regulations including USG funders (USAID, NIH) and Foundations and Other Funders (BMGF, CEPI) is required.

Qualifications and Skills:

• Excellent communication skills, including written and oral communication.
• Strong organizational and time management skills.
• Ability to perform well in a complex work environment and address numerous simultaneous requests effectively.
• Demonstrated ability to deliver high-quality, accurate work within tight deadlines.
• Ability to work independently as well as function as a team leader and team player.<