U.S. Pharmacopeial Convention Jobs

Job Information

The U.S. Pharmacopeial Convention (USP) Subawards and Contracts Specialist in Rockville, Maryland


Summary of the Position

The (Senior) Subawards and Contracts Specialis t is a hands-on member of the PQM+ Operations team and is responsible for management and administration of subawards and contracts. PQM+ is USP’s cooperative agreement with USAID. This position will support a growing portfolio of PQM+ subawards and contracts as this USAID program reaches scale. The (Senior) Subawards and Contracts Specialist will be involved throughout the subaward lifecycle to include supporting some pre-award tasks and will be the primary point of contact for post-award subaward administration. Another primary responsibility for this position will be to serve as a centralized point of contact for all cooperative agreement contracting, including advising on contract type, drafting contracts, and related contracts administration. S/he will provide oversight and monitoring for subawards and contracts including liaising with program teams on high quality management and timely and compliant implementation of agreements.

Roles and Responsibilities

Sub-award Administration

  • Assist in the subrecipient/subcontractor solicitation process, including advertising RFA/RFP in various platforms as directed by the subaward lead, creating and keeping applicant/offeror trackers, reviewing the applications/proposals submissions to ensure all required documents were submitted, setting up meetings for the evaluation and selection processes.

  • Support in the subrecipient/subcontractor due diligence process, including collection of required documents, conducting reference checks, follow up with partners on the missing information.

  • Coordinate with the Operations Associate and others to process payments including reviewing documentations submitted for payment, ensuring appropriate internal approvals are obtained, archiving payment records, submitting the approved invoice to global finance, coordinating with global finance on the outstanding payment and keeping the subaward payment tracker up to date.

  • Monitor the receipt of the financial and progress reports and other required documents per the terms and conditions of the award, such as annual audit reports, and following up with partners on any delinquent report.

  • Support in subaward close out process, review the completeness of the records and confirm the final payment made to sub awardee.

  • Draft sub-award modifications (including de-obligations and no-cost extension) as requested for review and processing by subaward lead.

  • Manage central repository of all PQM+ subawards, including pre-award related documents, approvals, award/modification documents, etc.to ensure good records management of all PQM+ subawards. Maintain and keep up to date subaward tracker and other subawards related trackers as assigned.

Contracts Administration

  • Serve as home office central focal point to assist PQM+ home office and field staff on selecting the appropriate donor-funded contract templates, and serve as centralized resource for home office to upload contracts into Determine (USP Contracts Management System). Provide advisory support for field office uploads as questions arise.

  • Serve as primary liaison between program and Legal team with support from Dir, Fin & Ops and C&G, as needed, to address any Legal comments and lead process on getting contract executed in a timely fashion

  • Provides trouble shooting support to Field Operations team and Procurement & Logistics staff to ensure necessary Business and Legal review and approval are completed with all contracts

  • Work with PQM+ staff to ensure the PQM+ roster of active consultant/vendors is maintained and up to date

Basic Qualifications


  • Bachelor’s degree in Business Administration, Finance, Accounting, or other relevant field required

  • Minimum of three (3) years of solid demonstrated experience in subaward and contracts management under large-scale, international development assistance programs

Senior Specialist:

  • Bachelor’s degree in Business Administration, Finance, Accounting, or other relevant field required

  • Minimum of six (6) years of solid demonstrated experience in subaward and contracts management under large-scale, international development assistance programs

Skills Sought

  • Prior experience in providing contracts and grants support under donor-funded programs required, including US government-funded programs, including CPFF, FP, IDIQ, cooperative agreements

  • Excellent understanding of USAID and US government regulations preferred or international donor experience (AIDAR, FAR,

  • Demonstrated progression in career with increasing responsibilities

Preferred Qualifications

  • Master’s Degree in a relevant field

  • Strong financial planning and management skills and ability to review and reconcile financial data for accuracy, completeness, and compliance

  • Demonstrated progression in career with increasing responsibilities

  • Demonstrated capacity to frame complex situations and present options

  • Excellent budgetary skills and proficiency in the use of Microsoft Excel

  • Strong interpersonal skills with significant experience building strong relationships with field office teams

  • Excellent computer skills in Microsoft Office, particularly Excel, and accounting software; Oracle experience strongly desired

  • Ability to multi-task and manage competing priorities

  • Excellent written and verbal communications skills, including strong multi-cultural communication skills

Supervisory Responsibilities


The following COVID-19 provisions will apply to selected candidate(s) hired:

As a condition of employment with United States Pharmacopeial Convention’s (USP) duty to provide and maintain a workplace that is free of known hazards, all employees and contingent staff hired after July 1st, 2021 are required to be fully vaccinated unless a reasonable accommodation is approved. Your recruiter will advise accordingly

USP offers an impressive benefits package, including:

  • Generous paid time off – 15 paid holidays, 10 sick days and 15 vacation days per year to start

  • An annual 401(k) contribution, beginning after 1 year of service, of 10% of pay (base and bonus) every pay period that vests immediately

  • Comprehensive individual and family healthcare plans with affordable premiums and low annual deductibles.

The U.S. Pharmacopeial Convention (USP) is an independent scientific organization that collaborates with the world's top experts in health and science to develop quality standards for medicines, dietary supplements, and food ingredients. USP brings together more than 1,100 talented professionals across five global locations to deliver its mission to strengthen the supply of safe quality medicines and supplements worldwide.

USP is proud to be an equal employment opportunity employer (EEOE) and affirmative action employer. Employment selection and related decisions are made without regard to sex, race, age, disability, religion, national origin, color, veteran status, sexual orientation, gender identity or any other protected class. We are committed to working with and providing reasonable accommodation to individuals with disabilities.

USP does not accept unsolicited resumes from 3rd party recruitment agencies and is not responsible for fees from recruiters or other agencies except under specific written agreement with USP.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

Job Category Project Management

Job Type Full-Time