What are the responsibilities and job description for the Contract Specialist position at Navy Region Hawaii Fleet and Family Readiness (FFR)?
Summary
This position is located within the Commander Navy Region Hawaii (CNRH) Fleet and Family Readiness (F&FR/N9) Support Services Office (N94). CNRH encompasses the geographic expanse that includes the entire State of Hawaii. The incumbent is responsible for conducting and directing pre/post-contracting award actions and for purchasing goods and services for multiple non-appropriated fund (NAF) programs in support of the Navy and Air Force service members and their families throughout the region.
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Duties
Major Duties And Responsibilities
The incumbent serves as a senior Contract Specialist, team leader, and subject matter expert (SME) responsible for the full range of contract functions encompassing the preparation and issuance of solicitations, evaluating proposals, contract negotiations, execution and administration for complex and technical service and supply projects. The qualified incumbent will be delegated a contracting officer's warrant, authorizing signature with or without dollar limitation, and the full range of responsibilities that accompany Contracting Officer duties. The incumbent performs duties in a timely and accurate manner on all pre- and post-procurement awards. All actions taken comply with current policies. This includes purchases using procedures for blanket purchase orders and agreements, full scale solicitations and credit card orders. The incumbent performs industry analysis, assisting and coordinating with the management team, and provides input to planning documents that reflect current policies and procedures.
Responsibilities encompass the analysis and evaluation of acquisition related matters and the initiation, development and recommendation of contracting policies, procedures, guidance, and control; the application of knowledge of business and industrial market practices market trends and conditions, contracting laws, regulations, policies and methods; providing authoritative advice, guidance, and recommendations on acquisition related issues; and reviewing, evaluating, and providing guidance concerning contracting policies and procedures. Evaluates government needs for products and quantities. Develops sources by stimulating interest in competition and / or locating new sources of supply.
The incumbent leads and assists purchasing agents in advising NAFI Directors and Program Managers on all procurement related practices and policies. The incumbent plans work schedules and sequences of operations to assure an even flow and an even distribution of workload. The incumbent determines priorities of sporadic and nonrecurring work assignments. Completed work is reviewed to ensure that decisions are made according to current policy and procedures. The incumbent ensures the NAF procurement function meets benchmarks and operating standards while complying with policy and guidance. Prepares an acquisition plan for each major requirement. Performs duties in a business-like manner employing tact and diplomacy in dealing with people. Conducts self-assessment as necessary to uncover problem areas. Manages the work in accordance with applicable policy and guidance.
The incumbent plans and carries out training and development of employees and evaluates the employee's work performance and recommends selection promotion, status change, awards, disciplinary actions, and separation. Attends formal training classes to ensure compliance with procurement policies and procedures and sound business judgment, ensures compliance with regulatory guidance and obtains required approvals. A full range of purchase and contract options arc explored including use of delivery orders through AFNAFPO and the Army Family and Community Support office, blanket purchase orders and agreements, credit card transactions, and requests for proposals and quotes. The incumbent provides the technical expertise to management daily.
The incumbent applies knowledge of business and industrial practices, market trends and conditions, and procurement policies and methods, including performing price / cost analysis, to ensure the most expeditious and least costly method possible, while considering the priority of the requirement. The incumbent ensures actions are taken to properly advertise in procurement publications, local and national newspapers and in trade magazines upcoming requirements and requests for proposals and quotes. The incumbent keeps the supervisor informed of acquisition actions' progress, responds to verbal and written inquiries in a timely, professional manner and writes clear, complete, concise, and correct correspondence. Recommends business improvements and process changes and is an active member of acquisition and contract evaluation teams. Provides required and timely updates to customers. Conducts follow-up communications and reviews to ensure customer satisfaction, answers customer inquiries in a courteous manner.
The incumbent conducts negotiations during all phases of the procurement process. Formulate the negotiation strategy, to include preparation, coordination and execution of documents that detail the terms, conditions and pricing strategy for the negotiations. Identify areas subject to negotiation (e.g., price, quantity discounts, packaging, payment discounts, transportation and delivery, etc.).
Serves as group leader over lower grade contract specialists and assistants, providing technical direction and guidance on unusual problems and new assignments.
Major Duties Continued Below.
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Requirements
Conditions of Employment
KNOWLEDGE REQUIRED BY THE POSITION
Must be able to acquire a high limit Non appropriated Fund contracting warrant within 6 months of hire and possess knowledge of the principles, methods, practices and techniques applicable to pre-award and/or post-award actions sufficient to procure and/or administer contracts for a variety of specialized equipment and/or services.
Knowledge of federal procurement regulations, instructions, and supplements; program objectives, scheduling, and interrelationships with other programs, the principles of acquisition planning including pricing arrangements, and related disciplines and functions involved. Skills in negotiating contracts and modifications, including sole source contracts and combined contracts.
Knowledge of a wide range of contracting issues to identify or propose alternative courses of actions, modify standard, procedures and terms to satisfy specialized requirements Knowledge of products, services and industries of programs supported sufficient to identify sources of supply, recent developments and trends, economic factors affecting procurements and anticipated requirements of supported NAFIs. Knowledge of cost and price techniques sufficient to determine the best buy for the NAFI. Knowledge of negotiation techniques sufficient to negotiate prices, terms and conditions, contract modifications, and settlements.
Knowledge of the NAF Government Purchase Card Program policies, procedures, etc, in order to serve as Alternate APC for CNRH N9, as well as train Cardholders and Approving Officials in simplified acquisition techniques as well as GPC specifics.
Must be able to maintain effective relationships with officials both within and outside the procurement organization. Ability to apply sound judgment and working knowledge of business and trade practices is required to determine sales price reasonableness, delivery schedules, and discounts.
Skill in developing written materials, distribution to company representatives announcing requirements and the ability to negotiate both orally and in writing when required. Skill in oral communications to present sensitive recommendations to higher authority to obtain compliance, with policies from other personnel, and to represent CNRH N9.
Skill in developing and maintaining working relationships with a variety of groups and individuals to develop procurement programs and for developing relations with outside vendors while maintaining required minimum standards of ethics.
Education
Baccalaureate degree that included or was supplemented by at least 24 semester hours in any combination of the following fields: accounting, business, finance, law, contracts, purchasing, economics, industrial management, marketing, quantitative methods, organization and management. Equivalent specialized experience may be substituted for education requirement.
Additional information
MAJOR DUTIES CONTINUED
Reviews and determines need for issuance of cure / show cause notices when necessary. Prepares response to protests after award, processing claims and the resolution of such claims and protests. Takes action to ensure contractor's compliance with contract terms. Approve payment of progress payments and invoices, and review cost-reimbursable vouchers to monitor contract expenditures. Evaluate or secure evaluation of contract modification proposals, negotiates contract changes or additions, and prepare or direct the preparation of contract modification documents. Prepare or direct the preparation of contract documentation for the contract file, obtain approvals and process final modification.
Develop information for processing of claims appeals or requests for relief. Assist in the administration of contracts until closed and retired. Ensure that all post award actions taken are in compliance with all applicable laws, regulations and Executive Orders. The incumbent performs as the Alternate Agency Program Coordinator (APC) for the CNRH NAF Government Purchase Card (GPC) Program and serves as Contract Specialist within assigned areas of responsibility. Develops, monitors, and maintains statistical data bases related to the GPC Program in response to needs identified as the result of initiatives generated both internal and external to the agency; uses the program supplied by the GPC contracted bank for this purpose.
The work is primarily sedentary, but some lifting and bending is required. Most of the work is performed in an office setting some heat may be endures.
Position includes other duties as assigned.
Additional Information
A selection may be made from the resumes/applications received at the first cut-off date. Some positions have special requirements. Selection may be tentative pending the completion of the satisfactory employment reference checks and receipt of proof of education (where applicable). Selectee may be required to complete a one (1) year probationary period. Salary is commensurate with experience and/or education.
Reasonable accommodations are provided to applicants with disabilities. If reasonable accommodation is needed for any part of the application and hiring process, please contact the Human Resources Manager at (808)422-3784. The decision on granting reasonable accommodation will be on a case by case basis.
Military Spousal Preference (MSP): 1. The MSP Certification Form must be completed and attached to application at time of submission. 2. Military Spousal Preference applies to all positions in pay bands NF 1-3, CY positions, and equivalent Crafts and Trades position for which qualified.
Veterans Preference (VET): You must request for preference at the time you submit your application and attach a copy of your DD214 member page four to certify eligibility.
All required documents submitted for this position must indicate the announcement number, position title and full name of the applicant on each document.
Condition of employment: selectee will be required to participate in the Direct Deposit/Electronic Funds Transfer within the first 30 days of employment. This is the DoD standard methods of payment of personnel.
All positions require a satisfactory completion of a National Agency Check (NAC) or equivalent background check.
We are an E-Verify participant.
Read more
This position is located within the Commander Navy Region Hawaii (CNRH) Fleet and Family Readiness (F&FR/N9) Support Services Office (N94). CNRH encompasses the geographic expanse that includes the entire State of Hawaii. The incumbent is responsible for conducting and directing pre/post-contracting award actions and for purchasing goods and services for multiple non-appropriated fund (NAF) programs in support of the Navy and Air Force service members and their families throughout the region.
Help
Duties
Major Duties And Responsibilities
The incumbent serves as a senior Contract Specialist, team leader, and subject matter expert (SME) responsible for the full range of contract functions encompassing the preparation and issuance of solicitations, evaluating proposals, contract negotiations, execution and administration for complex and technical service and supply projects. The qualified incumbent will be delegated a contracting officer's warrant, authorizing signature with or without dollar limitation, and the full range of responsibilities that accompany Contracting Officer duties. The incumbent performs duties in a timely and accurate manner on all pre- and post-procurement awards. All actions taken comply with current policies. This includes purchases using procedures for blanket purchase orders and agreements, full scale solicitations and credit card orders. The incumbent performs industry analysis, assisting and coordinating with the management team, and provides input to planning documents that reflect current policies and procedures.
Responsibilities encompass the analysis and evaluation of acquisition related matters and the initiation, development and recommendation of contracting policies, procedures, guidance, and control; the application of knowledge of business and industrial market practices market trends and conditions, contracting laws, regulations, policies and methods; providing authoritative advice, guidance, and recommendations on acquisition related issues; and reviewing, evaluating, and providing guidance concerning contracting policies and procedures. Evaluates government needs for products and quantities. Develops sources by stimulating interest in competition and / or locating new sources of supply.
The incumbent leads and assists purchasing agents in advising NAFI Directors and Program Managers on all procurement related practices and policies. The incumbent plans work schedules and sequences of operations to assure an even flow and an even distribution of workload. The incumbent determines priorities of sporadic and nonrecurring work assignments. Completed work is reviewed to ensure that decisions are made according to current policy and procedures. The incumbent ensures the NAF procurement function meets benchmarks and operating standards while complying with policy and guidance. Prepares an acquisition plan for each major requirement. Performs duties in a business-like manner employing tact and diplomacy in dealing with people. Conducts self-assessment as necessary to uncover problem areas. Manages the work in accordance with applicable policy and guidance.
The incumbent plans and carries out training and development of employees and evaluates the employee's work performance and recommends selection promotion, status change, awards, disciplinary actions, and separation. Attends formal training classes to ensure compliance with procurement policies and procedures and sound business judgment, ensures compliance with regulatory guidance and obtains required approvals. A full range of purchase and contract options arc explored including use of delivery orders through AFNAFPO and the Army Family and Community Support office, blanket purchase orders and agreements, credit card transactions, and requests for proposals and quotes. The incumbent provides the technical expertise to management daily.
The incumbent applies knowledge of business and industrial practices, market trends and conditions, and procurement policies and methods, including performing price / cost analysis, to ensure the most expeditious and least costly method possible, while considering the priority of the requirement. The incumbent ensures actions are taken to properly advertise in procurement publications, local and national newspapers and in trade magazines upcoming requirements and requests for proposals and quotes. The incumbent keeps the supervisor informed of acquisition actions' progress, responds to verbal and written inquiries in a timely, professional manner and writes clear, complete, concise, and correct correspondence. Recommends business improvements and process changes and is an active member of acquisition and contract evaluation teams. Provides required and timely updates to customers. Conducts follow-up communications and reviews to ensure customer satisfaction, answers customer inquiries in a courteous manner.
The incumbent conducts negotiations during all phases of the procurement process. Formulate the negotiation strategy, to include preparation, coordination and execution of documents that detail the terms, conditions and pricing strategy for the negotiations. Identify areas subject to negotiation (e.g., price, quantity discounts, packaging, payment discounts, transportation and delivery, etc.).
Serves as group leader over lower grade contract specialists and assistants, providing technical direction and guidance on unusual problems and new assignments.
Major Duties Continued Below.
Help
Requirements
Conditions of Employment
- You must go through a Personal Identity Verification (PIV) process that requires two forms of identification from the Form I-9.
- Must provide proof of U.S. Citizenship or U.S. National.
- A valid State driver's license is required to operate motor vehicles.
- Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment.
- Must be willing to complete a required financial disclosure statement.
KNOWLEDGE REQUIRED BY THE POSITION
Must be able to acquire a high limit Non appropriated Fund contracting warrant within 6 months of hire and possess knowledge of the principles, methods, practices and techniques applicable to pre-award and/or post-award actions sufficient to procure and/or administer contracts for a variety of specialized equipment and/or services.
Knowledge of federal procurement regulations, instructions, and supplements; program objectives, scheduling, and interrelationships with other programs, the principles of acquisition planning including pricing arrangements, and related disciplines and functions involved. Skills in negotiating contracts and modifications, including sole source contracts and combined contracts.
Knowledge of a wide range of contracting issues to identify or propose alternative courses of actions, modify standard, procedures and terms to satisfy specialized requirements Knowledge of products, services and industries of programs supported sufficient to identify sources of supply, recent developments and trends, economic factors affecting procurements and anticipated requirements of supported NAFIs. Knowledge of cost and price techniques sufficient to determine the best buy for the NAFI. Knowledge of negotiation techniques sufficient to negotiate prices, terms and conditions, contract modifications, and settlements.
Knowledge of the NAF Government Purchase Card Program policies, procedures, etc, in order to serve as Alternate APC for CNRH N9, as well as train Cardholders and Approving Officials in simplified acquisition techniques as well as GPC specifics.
Must be able to maintain effective relationships with officials both within and outside the procurement organization. Ability to apply sound judgment and working knowledge of business and trade practices is required to determine sales price reasonableness, delivery schedules, and discounts.
Skill in developing written materials, distribution to company representatives announcing requirements and the ability to negotiate both orally and in writing when required. Skill in oral communications to present sensitive recommendations to higher authority to obtain compliance, with policies from other personnel, and to represent CNRH N9.
Skill in developing and maintaining working relationships with a variety of groups and individuals to develop procurement programs and for developing relations with outside vendors while maintaining required minimum standards of ethics.
Education
Baccalaureate degree that included or was supplemented by at least 24 semester hours in any combination of the following fields: accounting, business, finance, law, contracts, purchasing, economics, industrial management, marketing, quantitative methods, organization and management. Equivalent specialized experience may be substituted for education requirement.
Additional information
MAJOR DUTIES CONTINUED
Reviews and determines need for issuance of cure / show cause notices when necessary. Prepares response to protests after award, processing claims and the resolution of such claims and protests. Takes action to ensure contractor's compliance with contract terms. Approve payment of progress payments and invoices, and review cost-reimbursable vouchers to monitor contract expenditures. Evaluate or secure evaluation of contract modification proposals, negotiates contract changes or additions, and prepare or direct the preparation of contract modification documents. Prepare or direct the preparation of contract documentation for the contract file, obtain approvals and process final modification.
Develop information for processing of claims appeals or requests for relief. Assist in the administration of contracts until closed and retired. Ensure that all post award actions taken are in compliance with all applicable laws, regulations and Executive Orders. The incumbent performs as the Alternate Agency Program Coordinator (APC) for the CNRH NAF Government Purchase Card (GPC) Program and serves as Contract Specialist within assigned areas of responsibility. Develops, monitors, and maintains statistical data bases related to the GPC Program in response to needs identified as the result of initiatives generated both internal and external to the agency; uses the program supplied by the GPC contracted bank for this purpose.
The work is primarily sedentary, but some lifting and bending is required. Most of the work is performed in an office setting some heat may be endures.
Position includes other duties as assigned.
Additional Information
A selection may be made from the resumes/applications received at the first cut-off date. Some positions have special requirements. Selection may be tentative pending the completion of the satisfactory employment reference checks and receipt of proof of education (where applicable). Selectee may be required to complete a one (1) year probationary period. Salary is commensurate with experience and/or education.
Reasonable accommodations are provided to applicants with disabilities. If reasonable accommodation is needed for any part of the application and hiring process, please contact the Human Resources Manager at (808)422-3784. The decision on granting reasonable accommodation will be on a case by case basis.
Military Spousal Preference (MSP): 1. The MSP Certification Form must be completed and attached to application at time of submission. 2. Military Spousal Preference applies to all positions in pay bands NF 1-3, CY positions, and equivalent Crafts and Trades position for which qualified.
Veterans Preference (VET): You must request for preference at the time you submit your application and attach a copy of your DD214 member page four to certify eligibility.
All required documents submitted for this position must indicate the announcement number, position title and full name of the applicant on each document.
Condition of employment: selectee will be required to participate in the Direct Deposit/Electronic Funds Transfer within the first 30 days of employment. This is the DoD standard methods of payment of personnel.
All positions require a satisfactory completion of a National Agency Check (NAC) or equivalent background check.
We are an E-Verify participant.
Read more
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