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Procurement Contract Specialist

3 months ago

New York, United States Inclusiv Full time

At Inclusiv, we are dedicated to closing the gaps and removing barriers in financial opportunities for distressed and underserved communities. We provide capital, make connections, and develop innovative products and services for community development credit unions. Our goal is to transform local progress into lasting change at the national level, impacting the lives of people in their communities.

Inclusiv has been selected to receive and manage the deployment of capacity building grants through the Environmental Protection Agency (EPA) Clean Communities Investment Accelerator (CCIA), a program of the EPA’s Greenhouse Gas Reduction Fund (GGRF). Inclusiv intends to deliver capital to credit unions that lend in low-income and disadvantaged communities (as defined by Justice40) to reduce carbon emissions, build healthier communities, create jobs in a greening economy and improve the financial security of consumers, households and small business.  

To support this ambitious undertaking, Inclusiv seeks a Procurement Contract Specialist to work within a legal and compliance team to develop and manage a procurement program that is compliant with the laws, regulations, policies, and terms and conditions of the CCIA funding award, and is designed in line with the guidance provided by the Compliance and Oversight Branch of the EPA’s Office of Grants and Debarment. 

The person in this position will refine and operationalize Inclusiv’s procurement policy, applying this to oversee the procurement of contracts and selection of vendors. This role will also help build internal systems and processes needed to support the entire organization in its ability to meet compliance requirements. This will include, but is not limited to, building and delivering internal organizational trainings, identifying and deploying necessary monitoring systems, and establishing systems to support internal audit mechanisms to ensure all relevant compliance.   

Reporting to the Director of Compliance, and ultimately the General Counsel, the Procurement Specialist is responsible for managing and executing the procurement of goods and services under federally awarded grants in compliance with federal regulations and organizational policies. This role involves coordinating with internal departments, outside vendors and stakeholders, and regulatory agencies to ensure timely and cost-effective procurement processes. The ideal candidate will have a thorough understanding of federal procurement laws and practices, exceptional negotiation skills, and a detail-oriented approach to managing contracts and supplier relationships. The ideal candidate will also have experience managing federal grants in a nonprofit organization.

Core Responsibilities:

In order to develop and manage a procurement program that is compliant with the laws, regulations, policies, and terms and conditions of the CCIA funding award, and is designed in line with the guidance provided by the Compliance and Oversight Branch of the EPA’s Office of Grants and Debarment, the Procurement Contract Specialist will be responsible for the following activities: 

  • Develop and manage procurement strategies that align with organizational goals and federal requirements.
  • Provide training and support to staff on federal procurement practices and regulations, and on how to follow procurement processes and procurement operations requirements.
  • Survey the organization to determine procurement needs and prioritize the order each will be processed based on CCIA program requirements, urgency, and risk.
  • Evaluate and assesses program area’s request for special case determinations, including but not limited to bidding processes, and negotiated acquisitions. Make recommendations to the General Counsel and Executive Team on special case determinations. 
  • Oversee the review and progress of solicitation processing, applying delegated approval authority as needed.
  • Evaluate bids and proposals for compliance with solicitation requirements and determine the best value for the organization.
  • Negotiate contracts, terms, and conditions with suppliers and vendors.
  • Ensure that, once prioritized, procurement requests are successfully completed on time and within the budget requirements.
  • Ensure compliance with Federal Acquisition Regulation (FAR) and other relevant federal procurement laws and guidelines.
  • Conduct market research and analysis to identify qualified vendors and suppliers.
  • Prepare and issue solicitation documents (RFIs, RFPs, IFBs, etc.) in accordance with federal procurement regulations.
  • Monitor contract performance, deliverables, and compliance, and resolve any disputes that arise.
  • Maintain accurate and up-to-date records of all contracts and procurement activities; monitor and report on procurement expenditures and financial performance.
  • Stay informed about changes in federal procurement regulations and ensure the organizations compliance.
  • Prepare and submit necessary documentation and reports to federal agencies as required, and meet regularly with federal agency contacts to ensure compliance and open communication around federally awarded grants
  • In collaboration with the Finance team, conduct internal audits to ensure adherence to procurement policies and procedures.
  • Work closely with internal departments to understand changing procurement needs and provide guidance on procurement processes.
  • Communicate procurement policies, procedures, and updates to relevant stakeholders. This will include training for new staff and refresher trainings to existing staff.

Qualifications

  • Proficiency in Procurement Contracts, Purchase Orders, and Contract Negotiation
  • Bachelors degree in Business Administration or related field
  • 5+ years of demonstrated experience in federal procurement, contract management, or a related field.
  • Analytical skills for evaluating contract terms, pricing, and risks
  • Strong attention to detail and organizational skills
  • Excellent communication and interpersonal skills
  • Ability to work independently and collaboratively
  • Certified Federal Contracts Manager (CFCM) or similar certification is preferred.
  • Experience with Federal Acquisition Regulation (FAR), Uniform Grant Guidance (UGG), and Code of Federal Regulations (CFR) required.
  • Able to work independently with ownership and comfort engaging multiple stakeholders.
  • Ability to work well in teams and effective interpersonal skills.
  • Comfort building and enforcing structure and clearly defined processes when working in a fast-paced and rapidly growing organization.
  • Excellent negotiation, communication, and analytical skills.
  • Excellent organizational and project management abilities.
  • Experience in the financial industry or with credit unions is a plus
  • Strong attention to detail with strong analytical and problem-solving skills.
  • Proficient in procurement software and Microsoft Office Suite.

Location:

The Procurement Specialist will be reporting to the Director of Federal Grants and Compliance – and, ultimately, the General Counsel – and working closely with other Senior Management Team members who are located in New York City.  The Procurement Specialist will be helping manage federally administered grants and working closely with regulators and federal agency partners in Washington, D.C. 

The ideal candidate, therefore, should live in either the Washington, D.C. or New York City areas and be able to work on-site in the New York City office at least a few times per month and/or be able to travel periodically to meet with stakeholders in Washington, D.C.

Salary: The salary range for this position starts at $75,000 annually. We will consider a higher salary for candidates with more experience.  

About Inclusiv

Inclusiv is an equal opportunity employer that works with member credit unions which serve ethnically, economically, and geographically diverse markets and communities. We value our diverse staff and membership and seek to maintain that tradition of diversity in all of our recruitment efforts. It is the policy of Inclusiv to provide equal opportunity in all aspects of employment to all employees or applicants for employment without discrimination on the basis of regard to sex, race, color, religion, age, ancestry, national origin, disability, marital status, sexual orientation, gender identity, veteran status and any additional categories protected by applicable federal, state or local laws.