Procurement Analyst (IS-1102-11/12)

Application Deadline: 21 March 2025

Department: Smithsonian Astrophysical Observatory

Location: Cambridge, MA

Compensation: $83,742 - $130,488 / year

Description

OPENING DATE: February 21, 2025
CLOSING DATE: March 21, 2025
SERIES/GRADE: IS-1102-11/12*
TYPE OF POSITION: Trust Indefinite (Non-Federal)
DIVISION: Procurement, Contracts & Property
LOCATION: Cambridge, MA
AREA OF CONSIDERATION: This position is open to all eligible candidates.
*Selection for this position to be made at the grade 11 or 12 level. Candidates selected at grade 11 may be non-competitively promoted to grade 12 upon the recommendation of the supervisor based on classification requirements, satisfactory performance, and qualifications of the employee.

What are Trust Fund Positions?
Trust Fund positions are unique to the Smithsonian. They are paid for from a variety of sources, including the Smithsonian endowment, revenue from our business activities, donations, grants and contracts. Trust employees are not part of the civil service, nor does trust fund employment lead to Federal status. The salary ranges for trust positions are generally the same as for federal positions and in many cases trust and federal employees work side by side. Trust employees have their own benefit program, which may include Health, Dental & Vision Insurance, Life Insurance, Transit/Commuter Benefits, Accidental Death and Dismemberment Insurance, Annual and Sick Leave, Family Friendly Leave, 403b Retirement Plan, Discounts for Smithsonian Memberships, Museum Stores and Restaurants, Credit Union, Smithsonian Early Enrichment Center (Childcare), Flexible Spending Account (Health & Dependent Care).

Conditions of Employment

• Pass Pre-employment Background Check and Subsequent Background Investigation, as required.


• Complete a Probationary Period if applicable.


• Maintain a Bank Account for Direct Deposit/Electronic Transfer.


• The position is open to all candidates eligible to work in the United States. Proof of eligibility to work in U.S. is not required to apply.


• Applicants must meet all qualification and eligibility requirements within 30 days of the closing date of this announcement.

OVERVIEW

INTRODUCTION
The Smithsonian Astrophysical Observatory (SAO) is at the forefront, internationally, of the scientific exploration of the universe. SAO combines its resources with those of the Harvard College Observatory to form the Harvard-Smithsonian Center for Astrophysics (CfA). The CfA is the best-known astrophysics center in the world. Its programs range from ground-based astronomy and astrophysics research to space-based research, the engineering and development of major scientific instrumentation for space launch and use in large ground-based facilities, and research designed to improve science education. The research objectives of SAO are carried out primarily with the support of Government and Smithsonian Institution funds, with additional philanthropic support. Government funds are in the form of Federal appropriations or the form of contracts and grants from other agencies. In contrast, Institution funds are available to SAO through grants from the Institution's Restricted Funds, Special Purpose Funds, Bureau Activities, Business Activities, and non-Federal contracts and grants.

SUMMARY
The position serves as Procurement Analyst in the Purchasing, Contracts & Property Department of the Smithsonian Astrophysical Observatory (SAO), supporting all SAO departments and divisions located in MA; Amado, AZ; Hilo, HI; and Chile.

MAJOR DUTIES

Responsible for coordinating with appropriate SAO and SI departments on enhancements to and operation of the PeopleSoft Enterprise Resource Planning [ERP] Purchasing Module within SI. Provides training to contract administrators, procurement buyers, and end users on the use of the ERP Purchasing Module

Completes all mandatory SAO reporting on a quarterly and annual basis. Tracks workflow and supporting reporting systems (open purchase order and requisition report). Maintains purchasing information, electronic files, records, and reports for the purpose of ensuring availability of documentation and compliance with established policies and regulatory guidelines and in case of audit.

Evaluates order and bid documentation (e.g. specifications, scope of work, requisitions, change orders, bids, etc.) for the purpose of ensuring proper acquisition of supplies and services within compliance guidelines. Determines most effective method of procurement. Plans, coordinates, and implements all aspects of procurement within SAO. Procures requested items adhering to the requirements specified including required delivery dates, description of items, quantity and quality of items. Negotiates price and/or terms and conditions where applicable. Monitors overall procurement procedures for possible improvements.

Conducts training of the purchasing staff to improve acquisition practices and ensure regulatory changes to the acquisition process are made a part of the procurement process in a timely manner.

Serve as the assistant SAO Small Business Program Liaison Officer with NASA, managing SAO's small business program. Develop new sources of supply to satisfy the "Subcontracts" clause set forth in specified contracts awarded by federal agencies. Seek out new small, HUBZone small, small disadvantaged, and women-owned businesses that can provide required supplies and services.

Serve as the SAO Program Coordinator for the Purchase Card. Serve as the SAO Purchase Card Coordinator. This includes training cardholders, reviewing and submitting forms as needed, and sending cardholders and approving officials purchase card reminders and announcements.

Responsible for the solicitation, award, and administration of complex acquisitions using federally appropriated funds as well as contract, grant, overhead, and other types of funds. Acquisitions involve the procurement of supplies, materials, services, and equipment for several highly complex, state-of- the-art, unique, flight-hardware and/or ground-based astronomical instrumentation systems and a substantial quantity of procurements made under Simplified Acquisition Procedures.

Conduct pre-award functions for procurement of complex equipment, supplies, and services, including Architect and Engineering services. Performs procurement planning and works with technical staff (user) to develop the best procurement strategy. Analyzes the requirement, recommends revisions to the statement of work and/or technical specifications, as necessary, and recommends and assists in writing evaluation criteria. Reviews sole-source justifications, prepares solicitation documents, analyzes offers, negotiates with potential contractors, and awards contracts/purchase orders within delegated Contracting Officer authority. Uses a variety of contract types to procure goods and/or services.

Perform contract administration functions on contracts awarded by self. Functions include, but are not limited to, interpreting terms and conditions for both the customer and contractor; negotiating contract modifications caused by changes in technical requirements, in quantities, and method of shipment; making final decisions on actions within limits of the employee's Contracting Officer authority; and monitoring contractor performance in relation to the completion schedule required by the contract. Prepare documentation to support terminations and documents file as to reasoning used in arriving at the final settlement.


QUALIFICATION REQUIREMENTS

Basic Requirements:
A 4-year course of study leading to a bachelor's degree with a major in any field;
or
At least 24 semester hours in any combination of the following fields: accounting, business, finance, law, contracts, purchasing, economics, industrial management, marketing, quantitative methods, or organization and management.

Additional Requirements: For grade 11, candidates must possess at least one year of specialized experience at or above the grade 9 level in similar positions. For grade 12, candidates must possess at least one year of specialized experience at or above the grade 11 level in similar positions. Specialized experience is experience that has provided the knowledge, skills and abilities to successfully perform the work of the position.

Knowledge, Skills, and Abilities required:

• Knowledge of Smithsonian, Federal and NASA acquisition regulations and policies applicable to award and administer purchase orders and contracts sufficient to place and carry out procurement actions and administer contracts for a variety of specialized equipment, and/or services using a wide range of contracting methods and contract types.


• Knowledge of the terms and conditions found in contracts and grants awarded to SAO by federal agencies and the private sector. Uses knowledge to ensure mandatory flow-down terms and conditions are incorporated into orders and contracts and that procurements are allowable under the grants and contracts.


• Knowledge of the terminology, quality, characteristics, and market conditions that affect or apply to the very wide variety of equipment that is specialized/state-of-the-art/one-of-a-kind, components, services, projects for alteration and repair, Information Technology, and studies purchased by SAO. Knowledge is used to develop special terms and conditions to procure these items--terms and conditions which can include milestone payments, quick payments, conversion rates for foreign currency, methods of shipping, government-furnished property, U.S. Customs' requirements, and delivery schedules.


• Knowledge of cost and price principles to determine that the contract price is fair and reasonable. Knowledge also used to develop an Independent Cost Estimate for competitive as well as sole-source procurements (labor, taxes, labor burden, profit, overhead, and materials).


• Skill in the use of negotiation techniques and the ability to meet and deal with representatives of the private sector sufficient to serve as the team leader with scientists, program managers, engineers, and attorneys in preparing SAO's position and conducting pre-award and post-award negotiations with the contractor to procure extensive services, complex equipment, and systems.


• Knowledge of contract termination procedures sufficient to recommend or determine allowable costs, profit, and similar issues to negotiate settlements with contractors.


• Knowledge of contracting with small business, veteran-owned small business, service-disabled veteran-owned small business, HUBZone small business, small-disadvantaged business, and women owned small business, including how to write a subcontracting plan and how to submit subcontract reports.


• Knowledge of various computer hardware and software.


• Knowledge of the Federal Purchase Card Program.


• Knowledge of Peoplesoft Procurement Module or similar automated procurement systems.


• Skill in written and oral communications sufficient to prepare written guidance and decisions; to explain and defend decisions to supervisor, end users, contractors, and/or auditors; and to conduct training.


• Knowledge of federal contracting principles, laws, regulations, and procedures including Federal Acquisition Regulations (FAR), applicable to pre-award and post-award actions sufficient to procure and administer purchase orders and contracts.


• Knowledge of IT and Telecommunication requirements sufficient to effectively communicate with subject matter experts requesting purchase of complex goods and services.


• Ability to manage large, multi-year information technology contracts.


• Knowledge of a wide range of contracting methods and contract types to plan and carry out pre award and/or post award procurement actions; or, In-depth knowledge of a specialized area to analyze difficult contracting issues and identify alternative courses of action, modify standard contracting procedures and terms to satisfy specialized requirements, and solve a variety of contracting problems, including those requiring significant departures from previous approaches.


• Ability to use PeopleSoft Financials to perform contracting and purchasing duties and to gather, assemble, correlate, and analyze data for reports to satisfy contracting and procurement reporting requirements.


• Ability to use word processing and database applications such as Word, Excel and SQL database to develop correspondence, track data and produce reports.


• Ability to establish and maintain effective relationships with senior officials and a wide variety of other staff across the Institution and with contacts external to the Institution.


• Ability to clearly communicate policies, procedures, and recommendations orally to all levels of management and staff.

Education completed outside the United States must be deemed equivalent to higher education programs of U.S. Institutions by an organization that specializes in the interpretation of foreign educational credentials. This documentation is the responsibility of the applicant and should be included as part of your application package.

Any false statement in your application may result in rejection of your application and may also result in termination after employment begins.

Join us in "Inspiring Generations through Knowledge and Discovery."

Resumes should include a description of your paid and non-paid work experience that is related to this job; starting and ending dates of job (month and year); and average number of hours worked per week.

What To Expect Next: Once the vacancy announcement closes, a review of your resume will be compared against the qualification and experience requirements related to this job. After review of applicant resumes is complete, qualified candidates will be referred to the hiring manager.

Relocation expenses are not paid.

The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact hr@cfa.harvard.edu. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. To learn more, please review the Smithsonian's Accommodation Procedures.

The Smithsonian Institution is an Equal Opportunity Employer. We believe that a workforce comprising a variety of educational, cultural, and experiential backgrounds support and enhance our daily work life and contribute to the richness of our exhibitions and programs. See Smithsonian EEO program information: https://www.si.edu/oeesd.

The Smithsonian Astrophysical Observatory is an equal opportunity employer. Please visit the SAO website at http://www.cfa.harvard.edu/