Procurement and Billing Specialist

International Republican Institute • Washington, DC

9h • $65,000 - $75,000 • Hybrid

About The Position

The Procurement and Billing Specialist is responsible for facilitating timely and compliant procurement actions and supporting the processing of payments for contracts and subawards. This includes drafting solicitations, contracts and related memos; compiling and organizing procurement documentation; updating records; creating purchase orders; and coordinating with program and finance staff to ensure smooth processing of invoices and financial reports. This role provides hands-on support to project staff to conceptualize, initiate, and complete procurement actions and processes, including training and troubleshooting support related inquiries and issues. The Procurement and Billing Specialist is a proactive partner to staff in all aspects of preparing procurement packages and navigating procurement processes. This is a hybrid position located in Washington, DC. The Procurement and Billing Specialist is expected to work in-office at least three days per week.

Requirements

• Bachelor’s degree in accounting, finance or business administration or equivalent experience.
• Minimum three years of professional contracts, grants, procurement, or financial administration experience.
• Attention to detail and ability to maintain organized, accurate records.
• Ability to work independently and as part of a team, balancing multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills.
• Knowledge of applicable federal government circulars 2 CFR 200 (OMB A-110, A-122 and A-133), preferred.
• Ability to interpret and apply funder and organizational policies and procedures.
• Creative and solution-oriented with a customer service mindset.
• Willingness to learn software, systems, and processes and to take the initiative to understand, create, and refine best practices.
• Ability to prioritize various daily/weekly/monthly tasks and projects while working in a fast-moving environment.
• Familiarity with financial management/contract management software and systems such as JAMIS, Agiloft, or similar is a plus.

Nice To Haves

• Spanish, French, Arabic, or Russian language skills (preferred but not required).

Responsibilities

• Establishes and maintains productive working relationships with all IRI staff, especially the Project Delivery Team, Regional Teams, and the Finance and Procurement Teams.
• Working with project staff, facilitate the initiation and completion of procurement actions and processes to deliver IRI projects efficiently, cost-effectively and for maximum programmatic impact.
• Draft and maintain procurement records, contracts, subawards, and solicitations.
• Conducts in depth reviews of subaward and contract scopes of work, solicitations and proposals, and assesses risk associated with subawards; provides solution-oriented feedback to staff to improve competitiveness, ensure compliance or mitigate risks of procurement packages.
• Review subaward and procurement packages and provide direct edits and specific suggestions to enhance clarity, compliance, and completeness of packages
• Review procurement and subaward modifications, subaward reports and closeouts to enhance clarity, compliance and completeness.
• Review and organize contract and subaward files.
• Maintain accurate procurement records in accordance with IRI and funder requirements.
• Review and process subaward and contract invoices and payment requests
• Ensure compliance with funder rules, IRI policy, and contract terms
• Review financial reports, reimbursement requests and cost-reimbursable draw-down requests
• Support drawdowns and disbursement processing.
• Reconcile accounts and maintain accurate records
• Maintain accurate payment records and documentation for audit readiness
• Identify and resolve missing documentation issues in coordination with project teams and partners.
• Conduct subaward risk management assessments and provide feedback on documentation gaps
• Review audit documentation and ensure readiness for funder and internal audits
• Assist with annual funder and project audit preparation.
• Monitor and apply funder requirements (2 CFR 200) and IRI policies and procedures.
• Maintain procurement and subaward tracking systems
• Supporting training of IRI staff, subrecipients, and contractors on compliance expectations and documentation standards.
• Serve as a resource to project teams on compliance and financial procedures.
• Performs other accounting and administrative tasks as assigned.

Benefits

• An empathetic and dedicated work environment with generous benefits that demonstrates IRI’s commitment to all dimensions of employee wellness, including:
• Health and Wellness Support : Significant coverage of health, dental, and vision insurance costs. Meaningful assistance programs through an Employee Assistance Plan (EAP) and Rula (access to mental health experts).
• Long-term Financial Health: Retirement plan with generous employer contribution (vested after 12 months).
• Hybrid and Flexible Work: Hybrid and telework options.
• Time Off: Company-paid holidays, parental leave, generous vacation, sick, and personal leave days.
• Family Support : Dependent Care FSA
• Learning and Development Opportunities: Annual allowance for professional development courses and seminars along with access to world-class e-learning via eCornell.
• Compensation Equity: Regular competitive review of internal and external equity to ensure fairness in pay for employees working in similar jobs requiring comparable knowledge, skills, and experience.
• Benefits, professional development, and flexibility offerings may vary based on employment classification and location.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level