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Procurement Manager

2 months ago

Birmingham, Alabama, United States Housing Authority of the Birmingham District Full time
Job Title: Procurement Manager - Supply Chain Expert

Job Summary:

The Procurement Manager - Supply Chain Expert will be responsible for administering purchasing and contracting activities for the Housing Authority of the Birmingham District. This role will exercise independent judgment within the realm of Agency, state, and federal bid laws and policies, rules, and regulations.

Key Responsibilities:

  • Supervise purchasing functions, including invitations/requests for bids, quotes, independent price and costs analysis, cost comparisons, quality and suitability evaluations, price tabulations, ordering, internal budgets, etc.
  • Research federal, state, and local government policy and procedures, new products, market conditions, and trends and inform and encourage participation by Disadvantage Minority Underutilized Businesses (DHUB) in compliance with applicable HABD policy and procedures.
  • Maintain effective working relations with vendors.
  • Maintain, update, and ensure compliance with the HABD Procurement Policy and Procedure Manual.
  • Supervise the development of and prepares Request for Proposals (RFPs) and Request for Qualifications (RFQ), and Invitation for Bid (IFB) for professional services.
  • Coordinate review of proposals and qualifications and prepares Board Action.
  • Coordinate contract administration activities that are related to professional and other contract services.
  • Research, qualify, and expand vendor list and assists in the administration of Blanket Supply contracts.
  • Maintain the Agency's contract register and collaborates with contract administrators for review, renewal, termination, etc., in accordance with the Agency policy.
  • Tracks requisitions, purchase orders, departmental reports, and vendor documents for accuracy, quality, timeliness, and agency specifications.
  • Identifies long-lead-time procurement items and prioritizes requisitions to ensure material and services are obtained timely, emphasizing quality, cost, and availability.
  • Assists Property Managers in establishing on-site inventory by procuring materials and supplies, disseminating applicable asset management guidelines, and conducting periodic site-level inventory audits.
  • Initiates the sale of obsolete or excess property and equipment, etc. Analyzes storage methods and recommend improvements.
  • Maintains a system of internal controls, develops, and presents reports, budgets, and other operational data to Agency leadership.
  • Review and resolve conflicts involving incorrect invoices or improper shipments.

Behavioral Competencies:

  • Leadership: Provides direction by clearly and effectively setting the course of action for department and subordinates; manages performance by providing regular feedback and reinforcement to subordinates.
  • Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of HABD. Uses appropriate judgment & decision-making in accordance with the level of responsibility.
  • Commitment: Sets high-performance standards; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.
  • Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors, and measures the needs of both internal and external customers; talks and acts with customers in mind. Recognizes work colleagues as customers.
  • Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to and conveys an understanding of the comments and questions of others; listens effectively.
  • Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.
  • Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's work; does a fair share of work.
  • Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; Contributes to building a positive team spirit; puts team success above own interests; supports everyone's efforts to succeed.

Job Competencies:

  • Extensive knowledge of the key policies, procedures, functions, and staff in the Procurement department and HABD policies and programs.
  • Knowledge of the general operations and procedures of a Public Housing Agency (PHA).
  • Knowledge of governmental purchasing and supply methods and procedures, including buying, inspecting, and shipping methods.
  • Knowledge of sources of supply, market, and price trends.
  • Knowledge of grades and qualities of materials, supplies, and equipment.
  • Knowledge of contract preparation and specifications.
  • Ability to locate sources of supply and obtain competitive bids.
  • Knowledge of modern office practices and procedures. Knowledge of modern office equipment, including copiers, computers, computer terminals, calculators, facsimile machines, etc.
  • Ability to understand and follow written and oral instructions and present ideas and information clearly and concisely, orally and in writing.
  • Ability to award purchase orders for materials, supplies, and equipment on an impartial and objective basis based upon quote information.
  • Ability to interpret, explain, and ensure compliance with HABD policies and procedures.
  • Knowledge of pertinent federal, state, and local laws, codes, and regulations.
  • Proven application of supervision, training, motivation, and performance evaluation principles.
  • Knowledge of record and data management, storage, and retrieval systems.
  • Ability to establish positive working relationships with representatives of community-based organizations, other agencies, HABD management and staff, and the public.

Education and/or Experience:

  • Bachelor's Degree with four (4) years of experience in purchasing and materials management in a government agency environment, preferably with a public housing authority. Or, Associate Degree or two years of completed college course work from an accredited college or university. Minimum of six (6) years of experience in purchasing and materials management in a government agency, preferably with a public housing authority. A minimum of two (2) years of supervisory experience in a procurement/purchasing/contracting role.
  • Some positions may require possession of a valid driver's license and the ability to be insurable under HABD's automobile insurance plan at the standard rate.

Technical Skills:

  • To perform this job successfully, the employee should have strong computer skills (e.g., MS Word, Excel, PowerPoint, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks.

Physical Demands:

  • The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
  • To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching, grasping; operating computers and other office equipment; moving about the office, and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport up to 25 pounds.

Work Environment:

  • The work environment characteristics described here represent those an employee encounter while performing this job's essential functions. Reasonable accommodations may enable individuals with disabilities to perform essential functions.
  • Office environment. The noise level in the work environment is moderate.