Procurement Specialist

Procurement SpecialistThe Procurement Specialist will work with the Purchasing Manager and Director to source and/or procure goods and services as required by the Library. The specialist will be responsible for the timely placement of purchase orders and delivery of materials to meet order requirements and deadlines. The Specialist will be responsible for developing category/material plans and/or key supplier plans for commodity categories (services and/or goods) and to participate in related projects with key suppliers and/or internal stakeholders. The Specialist will be focused on securing the best total value for procured goods/services, securing & measuring cost savings and efficiencies, and minimizing supply & contractual risk. Specialist will manage the development, review, and onboarding of procurement-related contracts.We are looking for someone we can count on to:Own assessments and development of actionable strategies for assigned projects, categories, and programs, including preferred vendor plans, risk management plans, and category plans.Strategies effectively and efficiently to achieve total cost savings and enhance operational efficiencies for the organization.Teach procurement-related experiences and ideas to improve processes, policies, and outcomes.And foster a team environment that encourages sharing ideas, opportunities, and best practices to support each other's projects and efforts.Learn and evaluate procurement-related projects, workflows, and events to gain a deep understanding and identify opportunities for increased efficiency and impact.Improve all aspects of our daily activities, strategies, controls, and policies.Some expectations for this role are that within:One month, this person will:Have a comprehensive understanding of NYPL operating procedures, policies, and specific departmental requirements to gain transparency into ways of working and opportunities.Specialist will manage transactional tasks such as requisition processing and coordinating sourcing events.Three months, this person will:Establish collaborative relations with key internal stakeholders.Secure a comprehensive understanding of one's responsibilities enabling thorough analysis, identification of opportunities, and enhancement for effective execution.Six months and beyond, this person will:Implement constructed sourcing and category strategies creating positive financial and operational efficiency impact.Track performance of developed programs, projects, and implemented sourcing & category strategies.Responsibilities:Obtain quotes, negotiates with suppliers, and process POs for assigned commodities (services and/or goods)Cultivates relationships and is the primary point of contact to assigned internal departments.Guides departments through NYPL procurement process. Executes ongoing meetings with assigned departments to ensure the highest degree of support.Develops strategic relationships with key suppliers, keeps up with industry trends and identifies best practices for responsible commodity categories and suppliers.Collaborates with various departments on analyzing bids for specification compliance, pricing/total cost, delivery commitments, and past performance.Takes lead and develops multiple RFx sourcing events (RFPs, RFQs, RFIs, etc.)Takes lead in assessing, constructing and implementing category sourcing strategies and key supplier management/development plans.Focus on achieving maximum cost savings, efficiencies, and enhancement opportunities with suppliers and within responsible projects.Responsible for developing, reviewing, and managing the onboarding of contracts related to procurement activities. This includes ensuring contracts align with procurement policies, coordinating with stakeholders, and facilitating a smooth integration of contractual obligations into the procurement process.Develops and/or maintains reporting requirements (i.e.: savings, contract coverage, project management, etc.)Process change orders, expedite deliveries as needed, coordinate with internal stakeholders and suppliers for ETAs and Proof of Deliveries.Support team's reporting requirements.Implements best practices and incorporates corresponding tools/solutions for internal and external requirements.Identify and install efficiencies and process improvements within the Procurement process.Updates and documents policies and processes for assigned commodities.May perform additional duties as required.Required Education, Experience & SkillsRequired Education & Certifications:Bachelor's Degree or equivalentCertification from Procurement programs (university, association) a plus.Required Experience:2+ years of Procurement related experience.Supplier management and development related experience.Risk management as related to supply and vendor management.Category/commodity management and related experience (i.e.: Indirect Materials).Contracts management experience or similar experience.Experience with procurement Indirect Materials categories a plus.Required Skills:Project Management related.Strong client service, presentation and organizational and interpersonal skills (e.g., telephone skills, active listening and customer-care skills).Strong analytical and problem-solving skills.Strong computer skills, including proficiency using Microsoft Office (Word, Excel, PowerPoint, Outlook).Proficiency with Google Workspace tools such as GMail, Calendar Docs, Sheets, Slides.Ability to enter data efficiently and accurately in Workday system and other ERPs and databases.Interpersonal skills and the ability to work with, learn from others.Self-motivated with the ability to work in a fast-moving environment.Ability to multi-task and adapt to changes quickly.Ability to take lead on projects and work independently.Managerial/Supervisory Responsibilities:N/ACore ValuesAll team members are expected and encouraged to embody the NYPL Core Values:Be Helpful to patrons and colleaguesBe Resourceful in solving problemsBe Curious in all aspects of your workBe Welcoming and InclusiveWork EnvironmentHybrid, 2 days remote and 3 days on site a weekAbout The New York Public LibraryThe New York Public Library is a free provider of education and information for the people of New York and beyond. With 92 locationsincluding research and branch librariesthroughout the Bronx, Manhattan, and Staten Island, the Library offers free materials, computer access, classes, exhibitions, programming and more to everyone from toddlers to scholars, and has seen record numbers of attendance and circulation in recent years. The New York Public Library serves more than 18 million patrons who come through its doors annually and millions more around the globe who use its resources at www.nypl.org.