Procurement Manager
Job Reference14-01-04
Job TitleProcurement Manager
The Procurement Department is searching for a Procurement Manager to join their team. This is a regular full-time position and is eligible for benefits.
Job Summary:
Reporting to the Controller, this position will be responsible for contributing to and continually improving the Institution’s processes and purchasing programs, and assists Institution staff (our customer) in their procurement of goods and services in compliance with Institutional policies and government regulations. The candidate will provide leadership for the purchasing team and motivate them to achieve maximum performance and efficiency, ensuring the purchasing department and the Institution staff work within all of the Institutions operational procedures. In addition to the buyers the candidate will lead and be responsible for the property management function which is managed by a property officer, who is responsible for maintaining the Property Management System in support of the Institutions activities.
Major Duties:
  • Leads a team of 4 procurement buyers and builds team commitment and strengthens team's collective skills and work approach; ensures that each member works collaboratively in support of cross-training to assist in peak load times, during office absences and as a general resource for all users of these services;
  • Leads the property department which maintains the property management system, including property control and inventory, disposal, and acquisition in support of the Institutions activities.
  • Promote best practices across the Institution
  • Collaborates with the Controller  in creating and refining related policies and procedures
  • Working with the Controller and the Institution staff (our customer),  develop and implement short and long term procurement strategies designed to reduce costs and improve quality and service while meeting Institution goals and objectives
  • Demonstrate commitment to customer service, working as part of the team to ensure the right products are delivered at the right time and at the right price
  • Initiate and maintain partnerships with external vendors by negotiating purchase order contracts and subcontracts with appropriate sources of equipment, supplies, services and travel
  • Manage procurement contracts and agreements including but not limited to:
    • Review of contract and agreement language to ensure WHOI position is safeguarded
    • Negotiate with selected supplier(s) regarding contract and agreement language and terms
    • Analyze pre-award documents to ensure WHOI’s ability to comply with funding organization procurement requirements
    • Provide expertise regarding federal contract language , clauses and requirements to ensure compliance with acquisition provisions of grants and contracts awarded to the Institution
    • Possess appropriate familiarity with federal purchasing acquisition requirements (FAR)
    • Coordinate with legal counsel as needed
  • Establish strategic vendor relations with focus on Electronic Commerce
  • Provide purchasing  expertise to the Institution’s management team, Finance and Accounting Team and internal clients of the Procurement Department to ensure procurement best practices are utilized
  • Utilize internal resources for best practices and results, including Grant &Contract Services, Risk Management and other financial services.
  • Act as Small/Disadvantage Manager  in creating/improving program policy and procedures
    • Create subcontracting plans as required by funding organization
    • Monitor WHOI compliance with subcontracting plans
    • Analyze WHOI supplier base to ensure appropriate small and disadvantage business resources are available to the community
    • Develop and maintain Institution training regarding WHOI small and disadvantage business outreach program
  • Performs other duties as required
Physical duties for this position include but are not limited to a mostly sedentary position with occasional reaching, bending, stooping, kneeling and crouching. Physical duties are subject to change.
Desired Education/Experience for Hiring:
  • Bachelor’s Degree in Business, MBA preferred
  • 5-7 years of purchasing related experience including experience in commercial firms, research or not for profit organizations
  • Demonstrated knowledge of contracting and purchasing technology is essential
  • Advanced capabilities and experience in the use of Microsoft products, excel, word and  power point
  • Detailed oriented with strong negotiation,  analytical and investigative skills
  • Ability to multitask and work independently in a fast-paced dynamic environment
  • Strong written and oral skills proven ability and success in relating to all levels of management
  • Experience in upgrading or improving financial components of an Enterprise Resource Planning  Systems (ERP’s)
  • Strong working knowledge of all external regulations, in particular Federal Acquisition Regulations (FAR).
WHOI is a member of the Higher Education Recruitment Consortium (HERC). We are sensitive to the issues of dual career candidates and we will work with applicants to address them. Please visit HERC - for more information.

WHOI is an Affirmative Action/Equal Opportunity Employer/Disabled/Veterans/M/F. We encourage Veterans and those with Disabilities to apply. Applications are reviewed confidentially

Applicants that require accommodation in the job application process are encouraged to contact us at (508) 289-2253 or email for assistance.
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