Contract Associate (Lithuania)

Job Summary:

Every employee of IRI is responsible for carrying out the Mission of IRI and demonstrating the Core Values in their day-to-day operations. The Core Values, which are IRI’s foundational building blocks include:

Excellence– We believe in quality results delivered by investing in people. Freedom– We believe in exploration and experimentation to be agile and responsive. Respect- We believe in trust, empathy, and empowering people. Teamwork- We believe in diversity, inclusion, and the power of global collaboration. Transparency– We believe in open communication and clear decision-making. Accountability- We believe in personal responsibility as the foundation of success.

The International Republican Institute (IRI), an international non-profit, non-governmental organization, dedicated to supporting democracy worldwide, is seeking a Contract Associate (CA) to join its team in Vilnius. The CA position will play a key role in supporting the work of IRI in Lithuania by overseeing the open tender process for soliciting vendor goods and services, contracting experts, and assessing compliance with donor rules and regulations. The CA will work directly with the other members of the team in Vilnius and at IRI headquarters in Washington, D.C. to facilitate the organization’s activities in Lithuania.

Primary Functions & Responsibilities:

• Oversee competitive bidding process for all third-party contracts and subawards.
• Draft solicitation request forms and submit to the D.C. Procurement team for review and assembly of requests for proposals, requests for quotes, invitations for bids, and requests for applications.
• Collect proposal materials from prospective vendors and all required documentation from subgrantees.
• Facilitate scoring and processing of competitive bids.
• Negotiate contracts with vendors and subaward agreements with partners as necessary for project implementation.
• Collaborate with IRI Washington staff to draft and process contracts.
• Collect vendor invoices and other supporting documentation for services rendered.
• Maintain third-party vendor relations.
• Track the status of ongoing contracts and anticipate procurement needs for all projects in close collaboration with IRI Program staff.
• Serve as liaison with subgrant partners in the field and the D.C. Procurement team.
• Monitor subgrantees’ compliance with grant policies and procedures.
• Review the financial report/milestones from subgrantees in preparation for submission to the D.C. Procurement team.
• Prepare monthly reports on subgrants and provide relevant information to the field MEL Coordinator for the drafting and preparation of regular reports to the project funder, as well as weekly activity reports.
• Help draft the workplan, performance management and strategic communications for subgrants.
• Assist with training subrecipients and contractors on terms of agreement and reporting.
• Organize and maintain records for all contracts and subawards.
• Stay apprised of any changes in procurement and accounting policies and share relevant information with program staff. Provide program staff with relevant information on subaward and contracting mechanisms available to them.
• Provide timely action on administrative and accounting matters.
• Perform other duties as assigned.

Position Requirements:

• Undergraduate degree in accounting, finance, business administration, or another relevant field. Equivalent professional experience may be substituted for educational experience.
• Minimum 1 year of professional experience.
• Prior experience working on development projects or for non-profits or international organizations.
• Strong organizational skills and attention to detail.
• Ability to multitask and work well under pressure. Able to meet deadlines and prioritize effectively.
• Excellent interpersonal skills and a collaborative, team-oriented approach.
• Effective oral and written communication skills.
• Willingness to learn software, systems, and processes and to take the initiative to understand, create, and refine best practices.
• Fluent in Lithuanian, Russian and English (written and oral).
• Candidates must have work authorization for Lithuania and local nationals are encouraged to apply

Preferred Qualifications

• Knowledge of electronic systems (including JAMIS, Cost Point, Cognos, Quicken, QuickBooks, Concur or similar financial systems).
• Familiarity with contracting and procurement guidelines for projects funded by the U.S. government.
• Some experience in contracts, grants administration, and/or accounting