Procurement and Sourcing Manager

HYBRID SCHEDULE AFTER 90 Days:

 3 days onsite/2 days remote after completion of 90 days.

JOB SUMMARY:

The Procurement & Sourcing Manager oversees the purchasing activity for MBL, ensuring procurement processes are conducted in compliance with all MBL policies, administrative procedures, and government regulations.  This position guides and monitors purchasing and contracting activities related to materials, equipment, and services in an efficient, transparent, and ethical fashion while ensuring the integrity of the processes to benefit operations and research at MBL. 

MAJOR DUTIES:

Procurement:

Provide overall management and oversight of procurement function at MBL and work in collaboration with MBL’s Controller in planning and execution of strategy and improving procurement practices.  Keep abreast of new federal regulations and industry standards to identify and implement changes to MBL policies and procedures as necessary.  Interpret, explain, and diplomatically provide guidance to staff to ensure compliance with all MBL procurement related policies, administrative procedures, and government regulations. Create and modify purchasing documents, guides, and forms.

 Develop and maintain constructive and cooperative working relationships with colleagues, management, and staff.  Promote sound purchasing principles such as standardization and ethical behavior. Serve as a consulting resource for MBL procurement functions including Purchase Order ERP software, Federal Uniform Guidance, internal policy and procedure, competitive bid process and other related activities.

Review, approve, and execute purchasing documents.  Prepare and evaluate solicitation documents for goods and services and make award recommendations.  Review, approve, and advise on all requests for exemption to competitive bidding.

Prepare guides and SOPs for internal dissemination and publication.

Liaison and central point of contact for widely-used administrative vendors, including, but not limited to Fox Group Travel, Amazon, WB Mason and others as needed.

Sourcing and Contracts:

Establish and maintain relationships with vendors, cooperative consortiums, local institutions, and University of Chicago colleagues for awareness of sourcing opportunities and information sharing.  Guide stakeholders in sourcing activities including notification of established contracts and development, distribution, execution and review of procurement solicitations such as Request for Proposals and Request for Quotes, response analysis, and awarding contracts. 

Review, approve, and execute purchasing documents.  Prepare and evaluate solicitation documents for goods and services and make award recommendations.  Review, approve, and advise on all requests for exemption to competitive bidding.

Review and develop contract templates that reduce liability, include advantageous terms and conditions and best value for MBL.  Collaborate with the Controller, HR Director and Chief Financial Officer for contract related risk assessment and liaise with University of Chicago Counsel, and Risk Management when necessary. Build procurement related risk awareness for MBL staff by providing support and training.  Ensure adequate insurance requirements of vendors and maintain records of vendor insurance policies as they relate to procurement.

Negotiate within internally established contractual terms and conditions related to payment, insurance and legal risk tolerances, with internal escalation as needed.

Support the development and negotiation of term exceptions when approved and ensure compliance with all policies, procedures and regulations as required, including federal Uniform Guidance requirements and internal policies. Develop and implement new policies and procedures as necessary, including preparing explanatory documents and training and supporting staff.

Maintain contract files and work closely with Accounts Payable staff and stakeholders to ensure proper processing and management of contracts.  Resolve contract administration problems. 

Other:

Seek ways to extend business opportunities to a diverse vendor base including Minority Business and Women-Owned Enterprises.  Report on Minority and Women Business Enterprise participation as needed.

Maintain current professional development through active participation in purchasing professional organizations.

Train, direct, and supervise seasonal purchasing assistant or intern, as needed.

Responsible for oversight and management of MBL's purchasing software and managing purchase order data in financial system through close of purchase orders.  Provide training and support to users as needed and actively solicit customer feedback.

Ensure contract and purchase order file documentation is consistent and sufficiently represents a complete procurement audit trail.

Perform other assignments and tasks as required and requested by the Controller.

SKILLS REQUIRED:

Requires thorough knowledge and understanding of procurement rules, regulations, and Procure to Pay process.  Experience with procurement activities in a federal funding environment is strongly preferred. Experience negotiating contract terms and pricing, contract renewals and revisions. Strong interpersonal and communication skills with the ability to exercise high levels of confidentiality, discretion, and good judgment. Strong analytical and problem-solving skills, with great attention to detail and accuracy. Self-directed in learning new procedures and methodologies, particularly around utilization of computerized systems and applications. Advanced understanding of MS Office, procurement applications, financial applications, and computer network systems, and ability to learn and adapt to changes quickly. Proven commitment to teamwork and seeing assignments through to completion.

EDUCATION/EXPERIENCE REQUIRED:

A minimum of seven years of progressively responsible procurement and contract management experience required; research environment preferred.  Bachelor’s degree in business Administration, Finance, or related field preferred.

PHYSICAL REQUIREMENTS:

This position requires sedentary work (exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to move objects). Worker must be able to stand, walk, sit, reach, push, pull, use fingertips, grasp, talk, hear, and perform repetitive motions. Worker is required to have close visual acuity to perform activities such as preparing and analyzing data and figures, viewing a computer terminal, and extensive reading. This position is not substantially exposed to adverse environmental conditions.