Head of Procurement Operations

2 weeks ago

Philadelphia, Pennsylvania, United States PhilaPort (The Port of Philadelphia) Full time

PhilaPort is in search of a Chief Procurement Officer. This leadership role acts as the primary public procurement authority for PhilaPort, overseeing the acquisition of all goods, materials, and services in alignment with relevant federal, state, and local laws, regulations, and policies. Key responsibilities include offering expert support and sound contractual guidance to all stakeholders involved in the procurement of supplies, services, and construction contracts, as well as grants and other related activities. This position supervises a team engaged in procurement functions.

The successful candidate will hold a Bachelor's degree in Business Administration, Supply Chain Management, or a related discipline, with a minimum of 3 years in a managerial capacity and over 10 years of experience in procurement (including compliance with federal and state grants). Familiarity with state or federal procurement policies is advantageous. This leader must demonstrate exceptional written and verbal communication abilities, strong interpersonal skills, and a blend of hands-on and strategic management approaches.

Key Responsibilities:

  • Oversee or facilitate the timely acquisition of all goods, materials, and services, ensuring adherence to all applicable federal, state, and local laws, regulations, and policies.
  • Guarantee compliance with all relevant laws and procurement policies.
  • Uphold the integrity of the public procurement process.
  • Advise the Chief Executive Officer (CEO) and Board of Directors on procurement policies for goods, materials, and services. Prepare agenda items for Board approval regarding contracts, resolutions, service agreements, and other procurement-related activities.
  • Ensure that purchasing practices are consistent, transparent, and designed to promote maximum competition and optimal value.
  • Lead market research initiatives to identify vendors, ensuring cost-effective and competitive pricing for supplies and services.
  • Draft and issue solicitation documents.
  • Receive and assess proposals and bids; recommend contract awards to the CEO.
  • Supervise and approve negotiations with contractors regarding proposals, contracts, change orders, and claims within delegated authority.
  • Review and execute contracts, purchase orders, change orders, and other documents within delegated authority.
  • Establish standard contract clauses for use in contracts, solicitations, and purchase orders.
  • Prepare or oversee the preparation of all contractual documents.
  • Collaborate with departments to formulate short-term and long-term strategic procurement plans aimed at maximizing purchasing power and minimizing inefficiencies. Work closely with finance, operations, and legal departments to ensure alignment and integration of procurement processes.
  • Stay informed about industry trends and best practices, continuously reviewing and enhancing procurement policies and procedures.
  • Select, hire, supervise, and evaluate staff; review performance reports prepared by subordinates and assess employee performance; exercise authority for personnel actions in accordance with established rules and regulations.
  • Delegate authority and assign tasks to subordinate staff based on their qualifications and current workload. Review staff work to ensure compliance with applicable laws, policies, and procedures.
  • Conduct training for PhilaPort employees on the procedures and techniques necessary for their roles.
  • Serve as a public procurement advisor and technical expert to management.
  • Develop, recommend, and monitor the departmental budget.
  • Effectively communicate procurement policies and procedures to personnel and interpret these policies as needed.
  • Maintain open communication with the contractor community, including small and disadvantaged business contractors, to foster a comprehensive understanding of procurement practices and maintain contractor confidence.
  • Provide recommendations regarding bid protests or contract claims.
  • Make recommendations concerning the suspension or debarment of individuals from consideration for contract awards for cause.
  • Prepare or direct the preparation of reports that accurately reflect the department's activities.
  • Represent the department to other PhilaPort departments, federal, state, and local public agencies, contractors, suppliers, and the Board.
  • Exercise general supervision and control over all inventories of supplies.
  • Designate surplus supplies and oversee their sale, trade, or disposal.
  • Coordinate all procurement activities with federal, state, and local stakeholders.
  • Perform other related duties to ensure the achievement of PhilaPort's strategic priorities.

Qualifications:

  • Bachelor's degree in Business Administration, Supply Chain Management, or a related field; a master's degree or relevant certification (e.g., CIPS, CPSM) is preferred.
  • At least 10 years of experience in procurement or supply chain management, with a minimum of three years in a managerial role.
  • Demonstrated success in strategic sourcing, contract negotiation, and supplier management.
  • Strong analytical skills with the ability to interpret data and make informed, data-driven decisions.
  • Excellent communication, negotiation, and interpersonal skills.
  • Ability to thrive in a fast-paced, dynamic environment while managing multiple priorities.

Overview: Reporting to the CEO and collaborating closely with legal, this role manages a team of three and will lead the planning, organization, development, and coordination of procurement and contract administration activities for the entire organization.

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