Procurement Manager at Sourcewell in Staples, MN

Job description

• The Procurement Manager is responsible for providing supervision, direction, coaching, and support to designated procurement team members. Duties will include workload coordination, team member training, continuous improvement, and implementation of departmental plans. This position will ensure organizational values and language are actively embraced by designated procurement team members, and that these team members are also actively contributing to the implementation of departmental plans, continuous improvement, and all duties necessary to sustain a compliant and scalable procurement service. The position will also serve as an individual contributor to the procurement service.

Responsibilities

• 1. Serves as a supervisor and coach to designated procurement team members
• Provides supervision of designated team members to include workload management and performance management.
• Responsible for reviewing and dispositioning time off requests, expense requests, and determination of work schedule adjustments.
• Responsible for leading the quarterly and annual performance assessments of designated team members
• Collaborates with the Deputy Chief Procurement Officert on departmental capability and capacity needs, individual team member performance improvement, individual team member career promotion opportunities, and other topics related to developing and sustaining a highly engaged team.
• Responsible for the directing the work of designated team members.
• Responsible for ensuring compliance through the procurement service.
• Frequent collaboration and communication with Procurement Manager on team progress, constraints, and future opportunities.
• Promotes and reinforces a culture of collaboration and trust.
• Ensures effective collaborates in the development and implementation of best practices in the following contexts: solicitation forecasting, solicitations, pre-solicitation processes and meetings, Request for Proposals (RFPs), Invitations to Bid (IFBs), evaluation processes, contract awards, communications with prospective suppliers and participating entities, solicitation addendums, the evaluation committees, recommendation meeting with the Deputy Chief Procurement Officer and CPO, debrief calls with non-awarded suppliers, data management and documentation filing, and vendor compliance with contract terms.
• Ensures effective collaboration in developing solicitations, addressing supplier questions, issuing addenda, and opening solicitations for evaluation in the Sourcewell Procurement Portal
• Ensures effective pre-proposal conferences as part of the solicitation process to educate interested suppliers on Sourcewell, the requested products and services and the evaluation method used by the evaluation committee
• Facilitates and empowers procurement team members in leading internal procurements by conducting the following activities: scope and RFP/RFQ development with the requesting department personnel, posts the RFP/RFQ to the Sourcewell Procurement Portal, seeks input from requesting personnel during the Question and Answer period and creates and posts any addenda required, opens supplier responses in the Procurement Portal and assigns evaluation team members, facilitates the evaluation discussion, prepares and disseminates finalist/non-finalist notifications, schedules and facilitates finalist interviews, schedules and facilitates non-awarded supplier de-brief calls.
• Provides direct resource to the Deputy Chief Procurement Officer in monitoring solicitation and contract award processes of the Procurement Department
• Provides input regarding best practices and contract documentation and execution
• Provides guidance on the development and maintenance of an updated procurement standard operating procedures and standard work instructions
• Supervises the Proposal Evaluation Committee, at times leading, especially in situations where multiple Proposal Evaluation process are concurrently active
• Conducts research that is relevant to the more effective functioning of the department
• Works collaboratively with Procurement Manager to maintain an effective audit function, including auditing price files and general processes
• 3. Compliance within the Procurement Department a.
• Collaborates with the Deputy Chief Procurement Officer in administering the internal processes of the Procurement Department to include:
• Ensuring accuracy and validity of documents and records, ensuring completeness of paper and electronic files, ensuring timeliness of posting documents to website, ensuring effectiveness of data management relating to contracts and related documentation
• Develops systems-based processes to ensure contract compliance at all levels
• Evaluates the department’s information systems, management procedures, and internal controls to ensure that records and controls are accurately maintained
• Analyzes and recommends ways to better execute the Procurement Department’s responsibilities
• Ensures that recommended departmental improvements are carried out effectively
• Responds to all types of inquiries—from participating entities, suppliers, and other interested parties—both orally and in writing, in a way that effectively communicates Sourcewell’s mission and values
• Analyzes and interprets pricing structures, price indexes, and costs submitted by RFP responders
• 4. Other duties as assigned include, but are not limited to:
• Represents Sourcewell at various industry or professional conferences as a speaker or attendee

Requirements

• Bachelor’s in related field OR a combination of post-secondary training, professional education, and related experience equivalent to four (4) years.
• Four (4) years of experience as a public procurement practitioner; of which the total years of experience include:
• Demonstrated leadership experience
• Demonstrated proficiency in oral and written communication
• Relevant public procurement certification
• Experience with IDIQ Construction Procurement
• Post-graduate degree (or equivalent) in a related field of study
• Multiple relevant procurement professional certifications
• Diversity of public procurement experiences

Skills

Required

• Demonstrated leadership experience