Procurement Operations Manager

TITLE: Procurement Manager
DEPARTMENT: Procurement, Operations
REPORTS TO: Director of Facilities, Procurement, and Business Operations
LOCATION: 730 Polk Street, San Francisco
BENEFITS: Yes
STATUS: Full-Time, Exempt
CLASSIFICATION: Service Workers
SUPERVISES: Purchasing Team 

POSITION SUMMARY:
 Reporting to the Director of Facilities, Procurement, and Business Operations and working in close partnership with leadership from all departments, the Procurement Manager is responsible for overseeing all aspects of product purchasing and procurement. This role ensures maximum cost efficiency and compliance with agency policies and procedures. The Procurement Manager plays a critical role in budget planning, inventory management, and expense tracking, and is integral to sourcing products from external vendors to deliver cost-effective meals and groceries to our clients.

QUALIFICATIONS REQUIRED: 

• A commitment to Project Open Hand’s mission and operating principles 
• 5 years’ experience in procurement, purchasing, or supply chain management 
• 3 years’ experience in a leadership role within a warehouse or kitchen inventory control function 
• Proven experience managing departmental budgets and expenses 
• Proven negotiation skills and experience with vendor management 
• Established knowledge of food purchasing and experience with high-volume food purchasing 
• Ability to work independently and follow established standard work 
• Ability to speak, read, and write in English to facilitate communications in a fast-paced food service environment 
• Demonstrated ability to lead, train, and develop a team 
• Knowledge of food safety and sanitation standards as per HACCP 
• Proficient in MS Office Suite and inventory management software, Computrition preferred 
• Flexibility to work early mornings, afternoons, weekends, or holidays as needed 
• Strong organizational and time management skills 
• Experience with policy development and implementation in a high-volume food environment
• Valid California Driver's License and excellent driving record

QUALIFICATIONS DESIRED: 

• 3 years’ experience supervising purchasing/receiving in a high-volume kitchen environment 
• Customer Service Management experience 
• Experience with high-volume meal production 
• Bilingual (Spanish/English)

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: 

• Oversee all POH ordering, invoicing, and coding processes 
• Analyze and negotiate terms for vendor contracts, products, delivery dates, and pricing 
• Anticipate agency needs and communicate upcoming changes to decision-makers 
• Approve all purchase orders in accordance with agency policies and procedures 
• Maintain and update the purchase order system 
• Develop, maintain, and oversee daily policies and procedures for the Purchasing Department and Procurement Standards 
• Research and compile information for product bids, price agreements, vendor contracts, and service contracts 
• Source, receive, and report all in-kind donation products according to established policies and procedures 
• Serve as the primary contact for vendors in the event of mistakes or issues needing immediate attention 
• Communicate modifications to orders promptly and effectively to all relevant departments 
• Collaborate with other departments to ensure alignment and create purchasing power 
• Take direction to order food based on production needs from all departments, not just low inventory levels 
• Ensure all purchases are in alignment with agency procurement standards and practices 
• Ensure POH is paying the best possible price for the highest quality for any item a requester would like to purchase 
• Establish and maintain vendor relationships, including sourcing new vendors 
• Determine where products are purchased from 
• Collaborate with all leadership to develop procurement standards and practices 
• Procedure development and improvement as needed 
• Represent Procurement through active participation in the POH Management Team 
• Perform other duties as assigned 

POH COMPETENCIES: 

• Team player: Demonstrates cooperative spirit and respects professional boundaries 
• Self-led: Completes responsibilities in assigned timelines and seeks clarification when needed 
• Sensitive to the needs of the critically ill and seniors, as well as people with mental health and substance abuse issues 
• Customer oriented: Promotes a positive image of the agency and resolves customer issues diligently 
• Poised: Maintains a calm, positive attitude during interactions with diverse populations 
• Ethical: Honest, accountable, and maintains confidentiality 
• Decisive: Thoughtful in considering options and makes difficult decisions when necessary 
• Knowledgeable: Keeps job knowledge current and understands facets of the job 
• Well organized: Maintains an efficient workspace and manages time well 
• Strong communicator: Excellent verbal and written communication skills 

• Tech. Savvy: Skilled with computers, proficient with function appropriate technology, learns quickly, uses technology to enhance job performance with the interest and ability to learn new technology
• Leadership II: Is abreast of current projects and actively planning for the future. Leads and gains results through others through example, communication, delegation, and accountability. Is a representative of POH internally and externally

• Agile: Moves effectively between big-picture thinking and hands-on logistics 
• Takes Initiative: Seeks new opportunities and strives to see projects to completion 
• Problem solver: Strong analytical skills and able to creatively address and solve problems 

• Strategic Thinker: Establishes and articulates vision and shows creativity in defining solutions 
• Results-Driven: Defines appropriate goals and works toward achieving them 
• Budget conscious: Develops and maintains a realistic departmental budget 
• Flexible and available: Willing to work nights, weekends, or holidays as needed 
• Creative: Conceptualizes fresh, compelling ideas for the department and agency 
• Innovative: Offers new ideas and is amenable to change 
• Detail oriented: Meticulous and thorough in entering, reviewing, and providing information 

PHYSICAL DEMANDS AND WORK ENVIRONMENT:
 The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands:
 While performing duties of the job, the incumbent is occasionally required to stand for long periods, move, walk, sit, use hands to handle objects, tools, or controls, reach with hands and arms, talk, and hear. The employee must bend, stoop, and lift/move up to 50 pounds unassisted regularly. The employee must be able to move fully loaded carts from floor to floor for storage regularly and work in a freezer environment for long periods. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work environment:
 The noise level in the work environment will vary from moderate to loud. The work environment will be ever changing with volunteers and staff members sharing limited space and working together in the building. The work environment will consistently have wet floors, temperature extremes, moving objects, and loud noises.