Manager, Institutional Procurement and Contracting
The Pew Charitable Trusts - Washington, DC

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The Finance Department
Pew’s Finance department is committed to serving as an excellent steward of financial resources; providing accurate, reliable, timely and cost effective finance and procurement related products and services; and delivering extraordinary customer service on a sustained basis. The Finance department is comprised of Institutional Finance, Operations Finance, Program Finance and Procurement and Contracts Services. The Finance department desires to ensure each position is fully aligned with Pew’s mission, strategic priorities and results-oriented culture; and filled by a person with the competencies, skills, experience, and adaptability necessary to deliver extraordinary results.

Central Procurement Unit
Pew is in the process of developing and implementing a newly centralized procurement unit called Procurement and Contracts Services that will be housed within the Finance Department. This new unit is comprised of four primary areas Institutional Procurement, Program Contracts, Operations Contracts and Quality Assurance. The new unit provides procurement services to internal Pew customers who desire to purchase a wide-range of specialized services from domestic and international vendors in addition to commodity-type goods and services. The mission of the new Procurement and Contracts Services unit is to collaborate with program and operations staff to procure desired goods and services at a reasonable price and in a manner that is consistent with established Pew policies, procedures and cycle-time targets.

Position Overview
The manager, Institutional Procurement and Contracting position reports to the senior manager, Procurement and Contracts Services, leads and manages up to three staff, and is based in Washington, DC. This new position will lead the creation and on-going management of the operational infrastructure required to ensure that the goals of Pew’s new procurement and contracting program are initially realized and sustained overtime, including the cycle-time predictability and policy/process awareness and transparency required to successfully procure a wide-range of commodity-type and specialized goods and services.

The ideal candidate will possess demonstrated experience (i) creating and maintaining procurement and contract-related policies and templates; (ii) designing and administering efficient and effective procurement and contracting processes and procedures; (iii) defining service level agreements and monitoring adherence to cycle-time targets; (iv) negotiating and administering master service agreements; (v) managing a purchase/travel card program; (vi) managing a purchase order program for low-risk commodity-type purchases; (vii) administering vendor due diligence and vendor set-up process; and (viii) developing and delivering training.

Responsibilities

Creating and maintaining procurement policies, procedures and templates; collaborating with the internal stakeholders as necessary to carry-out these responsibilities; and ensuring these documents are easily accessible and comprehendible by Pew staff.
Developing and delivering procurement-related training, including ensuring buyers possess the requisite negotiating skills and ability to craft well-written scopes of work, deliverables and payment schedules that are appropriate under the circumstances.
Managing the expectations of internal customers by creating and maintaining, in collaboration with key stakeholders, shared service level agreements (SLAs) comprised of individual cycle-time targets for each major step in the procurement process; monitoring on-going adherence to SLAs; and making necessary changes to manage expectations and to ensure quality goods and services are procured in a timely manner and at a reasonable price.
Managing Pew’s Travel and Purchase Card Program for low-risk small-dollar commodity-type purchases, including managing the relationship with the card’s issuing financial institution; issuing and monitoring the use of travel and purchase cards.
Managing Pew’s Non-contract Purchase Order (PO) Program for low-risk commodity-type purchases that are ineligible for Pew’s Travel and Purchase Card program, including defining and keeping current the list of approved commodity-type goods and services.
Managing the use of Pew’s Master Terms and Conditions (MTC) document, including ensuring the MTC template properly mitigates standard risks and is being used whenever multiple purchases of specialized goods or services from the same vendor are expected.
Conducting vendor due diligence, including confirming vendors adequately self-certified the status of their financial health, reputation and conflicts of interest and conducting further due diligence as necessary.
Managing the development and implementation of strategic sourcing strategies, including leveraging Pew’s aggregated purchasing power and maintaining a database of preferred vendors in an effort to identify the most qualified vendors and to negotiate reduced prices and better terms in support of Pew’s business objectives.
Ensuring procurement-related systems and workflow are operating properly; system-related projects and activities are prioritized; business requirements for new system functionality and/or customizations are accurate and complete; and systems tests are properly conducted.
Providing back-up support for those procurement colleagues who are performing procurement, contracting and quality assurance functions for Program and Operations departments during peak periods or when colleagues are on leave.
C onducting benchmarking and best-practice research and analysis to inform procurement policies, procedures, practices and other important aspects of the procurement function; and establishing, monitoring, and reporting on procurement-related transaction volume and other metrics and making enhancement recommendations whenever appropriate.

Requirements

Bachelor's degree required; certified procurement, contracting or equivalent professional designation required; and knowledge of contract law preferred.
A minimum of eight years of relevant contract and procurement experience with non-profits, for-profits and/or universities, including at least three years of experience managing procurement and contracting professionals in a complex and fast-paced environment, including knowledge of specialized pricing structures such as fixed price contracts, cost plus contracts, incentive-type contracts, retainer-type contracts, deliverable-based contracts, project based contracts and grants.
Experience leading highly complex contractual arrangements, including contracts funded by multiple donors; contracts supporting numerous programs; contracts with international vendors, foreign currencies and unfamiliar laws; contracts with lobbying considerations; and contracts with non-profit organizations that require knowledge of tax exempt law.
Expertise negotiating price and terms and conditions for domestic and international contracts; and designing a strategic sourcing strategy in collaboration with requestors, including leading complex RFP activities.
Experience supporting a large change management initiative, such as centralizing the procurement and/or contracting functions into a centralized shared services model and/or reengineering the procurement and/or contracting process yielding a more efficient and effective process.
Experience effectively managing contract cycle-time and customer expectations, including demonstrated experience reducing the cycle-time and driving process efficiencies without negatively impacting the quality of the outcome.
Financial management experience, including budgeting, reporting and analytics, as well as familiarity with basic accounting, costing and overhead allocation principles.
Travel
Occasional travel (one day per month on average) to Pew’s Philadelphia office.

Pew is an equal opportunity employer.

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