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  • Organization: Macfadden
  • Location: Washington D.C.
  • Grade: Junior
  • Occupational Groups:
    • Administrative support
  • Closing Date: 2019-04-21

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Contracts Admin Assistant

Washington D.C. (United States of America)



Macfadden, now part of PAE, is seeking a Contracts Admin Assistant to support the United States Agency for International Development (USAID)’s Office of Food for Peace (FFP). The Contracts Admin Assistant will provide support to the Personal Services Contracts (PSC) Recruitment and Contracts Team. The PSC hiring mechanism allows FFP to procure federal contracts with technical, subject-matter, and other experts who can provide services to FFP. The Contracts Admin Assistant reports directly to the PSC Team Lead.


Roles and Responsibilities:


  • Draft, edit, post, and remove solicitation announcements of PSC recruitments on FFP-approved websites.
  • Respond to solicitation queries and requests for assistance from potential offerors in an informed and timely fashion.
  • Collect, organize, and produce physical copies of offeror materials for technical review and coordinate location of interviews.
  • Assemble binders with official recruitment documents for review and approval.
  • Scan, upload, and file memos; correspond with offerors; and collect administrative forms for the onboarding process. 
  • Scan, upload, and file contracts and send distribution e-mails to appropriate parties.
  • Monitor and track PSC team actions for upcoming deadlines, per agency regulatory requirements.
  • Enter and update data in trackers accurately and in a timely fashion for data quality control.
  • Draft weekly updates of PSC team performance for senior management.
  • Update PSC recruitment and contract policies and templates for streamlined knowledge management.
  • Maintain electronic and hard copy files for both pre-award and post-award actions in official U.S. government (USG) records management systems, in compliance with USAID regulations.
  • Manage office supplies inventory, maintain team calendar, update mailing lists, and complete ad hoc reports as assigned.



  • Minimum requirement is a Bachelor’s Degree with 1-3 years of related experience.



  • Demonstrated experience in records management, office operations, and customer service.
  • Demonstrated experience proofreading, drafting, and managing correspondence.
  • Demonstrated ability to prepare clear and concise briefing and background materials.
  • Demonstrated knowledge of administrative concepts and practices and ability to apply them in a fast-paced environment.



  • Excellent record keeping, organizational, interpersonal, and communication skills.
  • Ability to deliver products within short deadlines with integrity, professionalism, and attention to detail.
  • High proficiency in basic Microsoft Office suite (including Word, Excel, PowerPoint) and Google suite (Docs, Slides, Sheets).


U.S. Citizenship is required; selected candidate must be able to qualify for a government sponsored security clearance.
Physical Requirements
While performing the duties of this job, the employee is regularly required to talk, hear, and use hands to finger, handle or feel objects, tools, or controls.  The employee is occasionally required to reach with hands and arms.  Specific vision abilities required by this job include close vision.  The employee must occasionally lift or move up to 25 pounds. This position description reflects Macfadden’s assignment of essential functions; nothing in this job description restricts the Company’s latitude to assign or reassign duties and responsibilities to this job at any time.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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