Procurement Manager

Position Summary

The Procurement Manager is responsible for the strategic leadership and direction of all procurement activities at the Newark Housing Authority (NHA). This position ensures the efficient sourcing, purchasing, and contracting of goods and services in alignment with the agency’s goals and objectives.

The Procurement Manager oversees supplier relationships, contract negotiations, risk management, compliance, and procurement policies while collaborating with cross-functional teams to drive efficiency, cost optimization, and accountability in procurement operations. The position also ensures compliance with federal, state, and local regulations and manages procurement staff to achieve high operational standards.

Essential Duties and Responsibilities

Strategic Leadership & Procurement Oversight

• Develop and implement a comprehensive procurement strategy aligned with NHA’s objectives and budgetary considerations.
• Oversee all procurement activities, including competitive solicitations (RFPs, RFQs, IFBs, CSBs), direct negotiations, and vendor contract management.
• Ensure procurement functions comply with HUD, federal, state, and local regulations, including public sector procurement laws.
• Provide expert guidance to staff and leadership on procurement policies, best practices, and cost-effective purchasing strategies.
• Identify cost-saving opportunities without compromising quality or compliance standards.
• Ensure the efficiency, integrity, and transparency of all procurement processes.

Supplier & Vendor Management

• Build and maintain strong vendor relationships, fostering collaborative and mutually beneficial partnerships.
• Conduct supplier evaluations to ensure adherence to quality, cost-effectiveness, and delivery standards.
• Oversee the bid process among pre-qualified vendor panels.
• Promote the inclusion of minority, women-owned, and disadvantaged businesses in procurement activities.

Contract Management & Compliance

• Develop and administer procurement contracts, ensuring clarity in scope, payment structure, and compliance with legal and financial requirements.
• Conduct contract negotiations and resolve disputes to safeguard NHA’s interests.
• Ensure contract compliance monitoring and handle any contract-related disputes or performance issues.
• Oversee prevailing wage compliance and enforcement on construction-related contracts.

Risk Management & Audits

• Identify and mitigate procurement-related risks through strategic planning and compliance measures.
• Interface with auditors and compliance monitors to address procurement-related risks and audit findings.
• Manage requests for audit documentation and prepare responses to regulatory inquiries.
• Oversee Freedom of Information Law (FOIL) requests related to procurement and contracting.

Performance Metrics & Reporting

• Prepare and present regular procurement reports to senior management.
• Ensure the accurate filing of procurement-related financial reports and compliance documentation.

Procurement Policy Development & Training

• Develop and implement procurement policies and procedures in line with evolving regulatory and operational needs.
• Conduct procurement training for internal staff to ensure consistent adherence to procurement standards.
• Advise executive leadership on critical procurement issues and provide recommended solutions.

Supervision & Staff Management

• Lead and manage procurement staff, including setting performance expectations, conducting evaluations, and providing professional development.
• Oversee work schedules, procurement assignments, and workload management.
• Foster a culture of collaboration, compliance, and continuous improvement within the procurement department.

Minimum Qualifications & Requirements

Education & Experience

• Bachelor’s degree in business, Finance, Supply Chain Management, or a related field 
• At least  7 years of progressively responsible experience in procurement, contracting, or supply chain management, with 3-5 years in a leadership role.
• Strong knowledge of public sector procurement laws, federal and state purchasing regulations, and HUD procurement guidelines.
• Experience with subrecipient agreements, finance, and budget management is a plus.
• Experience in developing and implementing procurement policies and automated procurement systems is preferred.
• Qualified Procurement Agent certification (QPA)
• Technical & Professional Skills

• Expertise in competitive solicitations, contract negotiation, and vendor management.
• Strong understanding of procurement best practices, compliance regulations, and financial controls.
• Proficiency in procurement software and reporting tools.
• Analytical mindset with the ability to leverage data-driven decision-making.
• Proven ability to manage complex procurements, mitigate risks, and implement cost-saving strategies.

Certifications (Preferred but Not Required)

• Certified Purchasing Manager (CPM)
• Certified Public Purchasing Officer (CPPO)
• Certified Professional Public Buyer (CPPB)

 Other Requirements

• Ability to work effectively in a fast-paced, dynamic environment with competing priorities.
• Excellent negotiation, communication, and leadership skills.
• Strong commitment to integrity, transparency, and professional ethics in procurement practices.
• Ability to handle sensitive information with discretion and sound judgment.