Purchase Card Program Analyst

Job Description

The Purchase Card Program Analysts are responsible for reviewing 100% of NIH's purchase card transactions on a regular basis. Annually the Analyst will participate and execute a more detailed cardholders (CHs) and card approving officials (CAOs) on 10% of the CHs and CAOs transactions within a three (3) month time period. Through data mining the Purchase Card Program Analyst (Analyst) is responsible to determine by a Targeted Review Method and an On-Site Review Method those transactions that require further review due to inconsistencies or non-compliance in the transactions involved or the execution of the approval process.

The major tasks for the Analyst Target Review Method are:

• Data Mining and Analysis:  The analyst is responsible for obtaining the monthly cycle transaction data from NIH and uploading, processing, and storing the purchase card data in a secure room on a dedicated server.  The analyst determines that the data file received from NIH is complete and reconciles, summarizes, and analyzes the transactional data using proprietary NIH business rules.

• Transactional Review and Follow-up:  The Analyst determines those transactions requiring further review and request documentation that supports each transaction in question from the cardholder.

• Conduct Review:  The contractor is responsible for reviewing the supporting documentation and determining if it is sufficient to support the transaction.  The contractor will document any instances of non-compliance.

• Finalize Review:  The contractor is responsible for preparing and sending a standard letter describing all instances of non-compliance based on information obtained during the transactional review.  The contractor will be responsible for issuing all review reports within 30 calendar days from date of receipt of all requested documents from CH/CAO.

The major tasks for the Analyst in the On-Site Review Method (annual review on 10% of the CHs and COAs) are:

- Selection/Scheduling of Compliance Reviews:  Participate in developing a schedule for compliance reviews.

- Conduct IC Entrance Conference: Participate in discussing the upcoming reviews within the IC and address any know concerns with the respective IC.

- Perform the Cardholder/Card Approving Official Review:  Responsible for performing the reviews using the NIH Purchase Card Checklist and/or CAO Checklist.   Document findings of non-compliance by gathering supporting documentation while on-site from CH and/or CAO purchase card files.

- Perform Exit Briefings with Cardholder/Card Approving Official:  Participate in performing an exit briefing with the CH/CAO to discuss preliminary findings and provide justification of proposed findings to be in final report.

- Finalized Review Report:  Prepare and submit individual standardized letters describing all instances of non-compliance to the team lead.

- IC Debriefing:  Participate in preparing a summary report of the findings and a briefing to the respective IC.

Qualifications

The Purchase Card Program Analyst must possess a Bachelors Degree in a business or technical field and have 5 years of related procurement or finance experience with at least two years experience in the purchase card work execution, management and/or oversight area relevant to the job functions described for this position.  

The Analyst must have strong analytical, compliance assessment, teamwork, and written and oral communications skills and be able to self perform at a high level.  

The Analyst must be able to use an approved data analysis tool and comply with NIH OIT Certification and Accreditation (C&A) standards.  Significant knowledge and working experience with Microsoft word, excel, relational databases, and data mining and manipulation are required.

Additional Information

CORE COMPETENCIES

• Teamwork – ability to foster teamwork collaboratively as a participant, and effectively as a team leader
• Leadership – ability to guide and lead colleagues on projects and initiatives
• Business Acumen – understanding and insight into how organizations perform, including business processes, data, systems, and people
• Communication – ability to effectively communicate to stakeholders of all levels orally and in writing
• Motivation – persistent in pursuit of quality and optimal client and company solutions
• Agility – ability to quickly understand and transition between different projects, concepts, initiatives, or work streams
• Judgment – exercises prudence and insight in decision-making process while mindful of other stakeholders and long-term ramifications
• Organization – ability to manage projects and activity, and prioritize tasks

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OTHER REQUIREMENTS

• Business Tools – understanding and proficiency with business tools and technology, including Microsoft Office. The ideal candidate is advanced with Excel, Access, Outlook, PowerPoint, and Word, and proficient with Adobe Acrobat, data analytic tools, and Visio with the ability to quickly learn other tools as necessary.
• Business Tools – understanding and proficiency with business tools and technology, including Microsoft Office. The ideal candidate is advanced with Excel, Access, Outlook, PowerPoint, and Word, and proficient with Adobe Acrobat, data analytic tools, and Visio with the ability to quickly learn other tools as necessary.
• Commitment - to work with smart, interesting people with diverse backgrounds to solve the biggest challenges across private, public, and social sectors
• Curiosity – the ideal candidate exhibits an inquisitive nature and the ability to question the status quo among a community of people they enjoy and teams that work well together
• Humility – exhibits grace in success and failure while doing meaningful work where skills have an impact and make a difference
• Willingness - to constantly learn, share, and grow and to view the world as their classroom