Procurement Manager (Job ID: 2021-2680)

Posted Date 1 month ago(8/11/2021 10:20 AM)
Program
Office of Financial Services
Job Function
Accounting/Finance
Job ID
2021-2680
Salary
Commensurate with experience

Overview

Join one of the most influential, most quoted and most trusted think tanks!

The Brookings Institution is a nonprofit public policy organization based in Washington, DC. Our mission is to conduct in-depth research that leads to new ideas for solving problems facing society at the local, national and global level.

 

We bring together leading experts in government and academia from all over the world, rooted in open-minded inquiry and representing diverse points of view, who provide the highest quality research, policy recommendations, and analysis. Research topics cover a full range of public policy issues in economics, foreign policy, development, governance and metropolitan policy.

 

With fair and transparent business practices, clear communication, mutual respect, and a collaborative atmosphere that offers both professional and personal development opportunities, Brookings offers an inclusive and welcoming workplace that values the efforts of all contributors.

 

The Office of Financial Service (OFS) is dedicated to supporting the mission of Brookings by ensuring and enhancing its financial health and promoting financial efficiency and innovation. We accomplish this by safeguarding the institution’s assets, stewarding donor contributions and providing quality and client-driven service characterized by professionalism, integrity, reliability, transparency, accountability, expertise, and above all else – respectfulness and fairness. OFS is comprised of Accounting, Financial Planning and Management, Financial Operations and Investments.  

 

The Accounting Office manages the functions of General Accounting, Accounts Payable, Payroll, Tax Reporting, Accounts Receivable and Financial Systems. 

 

The Office of Financial Planning and Management (OFPM) is responsible for preparing and executing against the annual institutional operating and capital budgets as well as long-range financial modeling for the Brookings Institution. This includes financial management of Institutional Initiatives and all Business Units. OFPM also oversee grants financial management for the Institution, which consists of a diversified funding portfolio, including U.S. and foreign governments, private foundations, individuals and Universities.

 

Financial Operations is responsible for Procurement and the general operations of OFS which includes policies, project management, administration, staffing and internal communications.

 

The Investment Office manages Brookings’ financial assets, particularly the long-term endowment funds originally established by Robert and Isabella Brookings and augmented since by other donors. Approximately 45 legally separate funds support both restricted and unrestricted operations. The funds are pooled into a single investment portfolio that is broadly diversified.

 

Please note

Position Location: This position is based in Brookings' Washington, DC office. The person hired for this position must be willing to move to or currently reside in Washington DC, Maryland, or Northern Virginia by their date of hire.  

 

Operating status: Brookings eligible employees are currently authorized to work remotely but will be moving towards a hybrid plan later this year, which will require working both in the office and remotely. All vaccinated Brookings employees who wish to work from the office can do so. Brookings policies on masks and other pandemic mitigation measures will continue to be informed by DC and CDC guidelines.  

 

Vaccine Policy: Brookings has made the safety of our staff and our surrounding community a top priority. As part of that commitment, Brookings recently announced that staff on Brookings campus this fall are required to be vaccinated against COVID-19.  Brookings will require all staff and visitors to submit proof of complete vaccination against COVID-19 to be in Brookings buildings.  

 

As a visitor and/or a new employee at Brookings, you will be required to comply with the vaccination policy. Individuals invited for an in-person job interview or hired as an employee that (i) have a qualifying medical condition that contraindicates a COVID-19 vaccination, or (ii) who object to being vaccinated based on a sincerely held religious belief, may request a reasonable accommodation.

Responsibilities

Ready to contribute to Brookings success?

 

The Procurement Manager is an integral member of the Procurement Department in the Office of Financial Services and will work under the direction of the Director of Procurement. This position will be responsible for a broad range of responsibilities in procurement operations, compliance, system administration and vendor relations.

 

The Procurement Manager will be responsible for the procurement operational functions at Brookings, including the Purchasing card program, reimbursement process and dispatching of Purchase Orders in the financial accounting system. This position ensures transaction compliance with Brookings policies and procedures for all goods and service purchases at the Institution. S/he is responsible for administration, upkeep and user support for procurement systems, including Concur and Tealbook. The Procurement Manager sources new vendors and supports Brookings programs and business units with contract processing and negotiations. S/he also supports procurement department initiatives, including but not limited to preparing spend data reports and analyses, developing and implementing new and more efficient processes, and identifying areas for cost savings and opportunities to minimize and eliminate risk.

 

Procurement Operations (40%)

  • Responsible for Purchase Order Administration; reviews and approves all requisitions in the financial accounting system, PeopleSoft; ensures accuracy and adherence to policies; assists with changes or questions.
    • Manages the Purchasing Card (Pcard) Program; reviews and monitors all cardholder transactions, reconciles and codes some monthly institutional expenses; administers credit card requests; audits Pcard transactions and expense reports, ensuring all expense reports are complete and in compliance; reaches out to Pcard users as necessary to resolve issues.
    • Manages the Concur Travel & Expense Program; reviews and approves all expense reports for employees and affiliates in the Concur application; ensures adherence to policy; reaches out to travelers as necessary to resolve issues.
    • Partners with the Accounts Payable team regarding receipts, invoice reconciliation issues, and assures a cohesive Procure-to-Pay process experience.
    • Continuously seeks opportunities to improve the Procure-to-Pay process, recommends improvements and implements solutions.
    • Continuously seeks opportunities to improve procurement policies and procedures, recommends improvements and implements solutions. Identifies areas for opportunities to minimize and eliminate risk. Informs Director of potential challenges and/or opportunities.
    • Maintains, creates and updates all procurement documentation and ensures intranet is current.
  • Maintains and files Brookings Tax Exempt Certifications.
  • Other duties as assigned.

Vendor Management  (30%)

  • Leads negotiations, contracts and vendor sourcing <$10k for programs upon request.
  • Supports the Director with review of all vendor contracts for the institution as part of the Contracts Approval process.
  • Works with vendors to develop and manage continuous improvement programs, addressing quality, delivery, service levels and total cost of ownership.
  • Identifies cost saving opportunities including but not limited to tier pricing, early payment discounts and rebates. Develops strategic approach to deliver cost savings and improved vendor service levels.
  • Drafts procurement reports and dashboards and conducts analyses to inform purchasing decisions.
  • Ensures commodity codes are accurate for all vendors in PeopleSoft.
  • Develops reliable sources of supplies/services with emphasis on increasing participation by minority-owned and women-business owned businesses.
  • Responsible for providing data to support spend analysis and sourcing development.
  • Other special projects as assigned.

      

Procurement System Administration (30%)

  • Responsible for administration of procurement systems: including but not limited to Concur, Tealbook and the Contracts SharePoint site:
    • Provide on-going user support to staff through excellent customer service
    • Oversee training programs including lunch-n-learns
    • Troubleshoot when problems arise and resolve appropriately
    • Update system information timely (ie. travel rates, policies or vendor information)
    • Resolve minor bugs/issues and implements minor enhancements
    • Seeks and implements continuous improvements including developing reporting
  • Support Directors with design and implementation of new procurement systems, tools and processes.
  • Connect Us ticket administration (set up new users in PeopleSoft and SharePoint)

Qualifications

Ready to make an impact? In this role, you will support Brookings values of collegiality, respect, inclusion, diversity and community, and bring the following qualifications:

 

Education/Experience Requirements:

 

Bachelor’s degree required; preferably in supply chain or business administration. Minimum five years of relevant work experience in procurement, contracts, vendor negotiations and cost analysis. Certification in one of the following, but not limited to, Purchasing Certification, Negotiation Certification, Six Sigma or Project Management strongly desired. Experience in ERP systems required, knowledge of PeopleSoft Financials desired. Experience in systems administration desired. Demonstrated strong analytical, planning, organizational and data visualization skills and abilities. Must be authorized to work for any employer in the U.S.  Experience in a non-profit setting is preferred.

 

Knowledge/Skills Requirements:

Thorough understanding of procurement and strategic sourcing best practices and principles, including supply chain processes. Prior negotiation and contract management experience required. Demonstrated experience within business relationship development and customer service. Strong computer skills and knowledge of the Microsoft Office Suite (advanced Excel, Word and SharePoint skills preferred) and Adobe Pro.  

Strong financial process and systems administration background desired. Familiarity with project management approaches, tools and phases of the project lifecycle preferred. Strong and creative analytical and problem-solving skills.

 

Keen attention to detail is essential. Ability to work independently; prioritize and manages time to meet deadlines.  Excellent data visualization, communication, interpersonal and customer-service skills required and ability to communicate effectively with all levels of staff throughout the organization and build relationships across multiple functions and all levels of an organization. Demonstrated analytical and problem-solving abilities. Must be flexible and capable of working in a fast-paced environment with shifting and competing priorities. Extreme honesty and discretion required, with the ability to appropriately handle confidential information.

 

Additional Information:

 

What can we offer you? Brookings provides a generous benefit package that is comprehensive and includes both traditional benefits and unique offerings.

 

Brookings requires that all applicants submit a cover letter and resume. Please attach your cover letter and resume as one document when you apply. Please note: if you have applied to more than one Brookings job opening you should add a position-specific cover letter as a separate attachment.

 

Successful completion of a background investigation is required for employment at Brookings.

 

Brookings welcomes and celebrates diversity in all its forms.  We welcome applications that reflect a variety of backgrounds based on ideology, race, ethnicity, religion, gender, sexual orientation, gender identity or expression, disability, veteran status, first generation college goers, and other factors protected by law. Brookings is proud to be an equal-opportunity employer that is committed to promoting a diverse and inclusive workplace.

 

 

 

 

 

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