Procurement Specialist

SUMMARY: The Procurement Specialist is responsible for acquiring the equipment, supplies, and/or services that the Omaha Tribe requires, at the lowest price possible. This individual is an essential part of the Tribal organization's supply chain as they ensure that the organization obtains the necessary equipment, supplies, materials, and goods within the available resources of the Tribe and within Tribal and Federal guidelines. Accountable for all tribal property included in inventory. This consists of warehouse and office supplies, technical instruments, motor vehicles, heavy equipment and all other items of major or minor properties for which the Omaha Tribe is accountable.

ESSENTIAL DUTIES and/or RESPONSIBILITIES: Include the following.

• Responsible for developing, modifying, implementing, and updating/maintaining the Tribe's Procurement Manual. Particular focus on developing policies to safeguard conflict of interest, include depreciation of items, bidding processes, and developing contracts and MOU's with venders. The Tribe's developed Procurement Manual must coincide with the Tribe's Policies & Procedures Manual.
• Coordinates activities involved with procuring major goods and services, such as raw materials, equipment, tools, parts, supplies, and advertising, for the Omaha Tribe. Inspects the nature of all purchasing requests to ensure validity of need, budgetary guidelines are met, and that purchase order processes are followed.
• Confers with vendors to obtain product or service information such as price, availability, and delivery schedule. It will be necessary for the Procurement Specialist to be involved in every major purchase for all Tribal Programs. Interacts with all tribal employees to provide and process information in response to inquiries, concerns and requests about products and services
• Selects products for purchase by researching, testing, observing, or examining items.
• Oversees Tribal purchase orders including security of forms, storage, dissemination, etc.
• Determines method of procurement, such as direct purchase or bid and prepares purchase orders or bid requests as per Tribal policy.
• Reviews bid proposals and negotiates contracts within budgetary limitations and scope of authority.
• Maintains Procurement Manual or computerized Procurement Records, such as items or services purchased costs, delivery, warranties, product quality or performance, and inventories.
• Discusses defective or unacceptable goods or services with inspection or quality control personnel, users, vendors, and others to determine source of trouble and take corrective action.
• Initiates necessary action for proper and efficient utilization of maintenance and property by providing advice, council or instruction on all facility matters. Regularly studies or inspects equipment in use for wear and tear and need to replace or update.
• Enforces department Procurement Policies and Procedures, interprets established Procurement Policies and provides technical advice on all aspects of the Tribe's Facility Program, including, but not limited to operation, maintenance, repair and upkeep of buildings, structures, roads and grounds.
• Provides guidance to Tribal program staff by improvising and adapting to conform to specific requirements based on Tribal circumstances such as the limitations of funds.
• Assist the Facility Manager with developing the Facility Program's budget requests for short and long term planning purposes.
• Initiates and reviews all procurement actions. Develops and recommends standards for materials and supplies used on roads, construction, and facilities management.
• Reviews, analyzes and evaluates cost of maintenance and operations and implements reporting systems to insure compilation of adequate data to merit analysis and evaluation of program allocations.
• Prepares plans for minor improvement and repair for facilities and equipment repair with the appropriate Project Director.
• Initiates emergency purchase of repair services or parts for equipment when the equipment is needed immediately for the efficient operation of a program or project.
• Monitor the acquisition and disposal of all supplies and equipment for all Tribal programs.
• Consults with the Program Director and technical advisors to determine maintenance needs and prepare estimates for both immediate and long range use.
• Directly responsible to conduct physical inventories as required and maintains inventory lists. Ensures back-up and receipts for all major purchases. Sees that all equipment is properly marked and identified promptly on original acquisition and that Tribal marking is removed on disposal. Responsible to provide annual inventories to the Chief Financial Officer and Chief of Tribal Operations.
• Reports all property theft cases are reported to the Chief of Tribal Operations and Law Enforcement.
• Coordinates, Maintains, and initiates Maintenance/Service Agreements for the Facilities Department.
• Supports and coordinates activities of workers engaged in repair, maintenance, and installation of machines, tools and equipment, and in maintenance of buildings, grounds, or other establishments.
• Reviews job orders to determine work priorities. Schedules repair, maintenance, and installation of vehicles, machines, tools, and equipment to ensure continuous operations.
• Deals with setting up the Tribe's Insurance policies for automobile's and facilities, including processing claims and determining the extent of insurance company's liability concerning personal, casualty, or property loss or damages. Correspond with or interview agents, witnesses, or claimants to compile information.
• Required to maintain a professional approach to work and maintain good working relationship with funeral directors to ensure the dignity of the deceased and to offer assistance to the families to follow up payment and or any kind of assistance directed by the Tribal Council.
• Other duties may be assigned.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

EDUCATION and/or EXPERIENCE:

• Minimum of 5 years of experience in procurement for a large organization or business.
• Minimum of an AA Degree in a related field.
• Minimum of 5 years of experience in administration or an equivalent combination of education and experience in administration and facility management.

OTHER SKILLS and ABILITIES:

• Ability to plan, formulate, and execute policies and programs.
• Ability to manage administrative and/or program operations and activities.
• Ability to communicate orally and in writing with persons/agencies to exchange.
• Administrative and/or Program information.
• Ability to prepare requests for proposals, evaluate and select bids.
• Ability to prepare, review and analyze statistical and other reports.
• Knowledge of TERO and Indian preference.

Must pass background check and pre-employment drug screen.

Salary : $15 - $20