Jun 30, 2019

Manager, Contract Operations & Purchasing

  • First 5 LA
  • Los Angeles, CA, USA
Programs Youth services

Job Description

The Manager, Contract Operations & Purchasing is responsible for the oversight and management of core contract administration and operational activities such as staff trainings, systems management and oversight, monthly board approval of contracts, and management of tools, templates and manuals. S/he is also responsible for driving business process improvement efforts for internal processes, protocols, and policies in partnership with the Manager, Contract Compliance. S/he is responsible for developing, centralizing and executing on First 5 LA’s purchasing systems and processes. S/he will also provide direction and guidance to staff to support the management of a portfolio of contracts as assigned, including a capital improvement project for First 5 LA’s facility.

ESSENTIAL DUTIES & RESPONSIBILITIES

The Manager, Contract Operations & Purchasing should visibly demonstrate the adopted organizational values of collaboration, integrity, respect, accountability, purpose, shared leadership and learning in the execution of their key areas of responsibility.

Key Areas of Responsibility:

§ Contract operations

§ Contract administration

§ Purchasing

§ Business process improvement

§ Supervision of direct reports and talent development

Essential Duties:

Contract Operations

§ Creates and strengthens internal procurement and contracting processes and refines protocols, policies, and templates

§ Analyzes effectiveness of existing business processes to measure, monitor and track compliance

§ Identifies areas of vulnerability and gaps in related processes, policies, and protocols

§ Drives operational excellence using process improvement methodologies in alignment with overall organizational goals

§ Works across departments/divisions to understand the operational business needs to drive continuous quality improvement in policies and processes from the Department

§ Develops and conducts training related to policies, processes, and operations of the department

§ Oversees and manages department driven systems, manuals and templates

Contract Administration & Management

§ Provides contract management support and guidance for a portfolio of contracts as assigned

§ Drafts moderate to complex, non-routine contractual instruments and provisions in collaboration with legal when needed

§ Ensures that contractor/ grantee records are managed and filed according to policy and that electronic files are in compliance with internal requirements

§ Facilitates department and inter-departmental coordination and information sharing on relevant issues

Purchasing

§ Works effectively across all divisions to develop, manage and lead organizational purchasing policies, procedures, standards, and strategies in order to ensure organizational efficiency, process transparency, fairness, and impartiality

  • Coordinates annual purchase planning with finance/budget/accounting staff

§ Identifies and implements appropriate systems, processes and controls for purchasing

§ Creates processes for inventory management

§ Identifies and develops training opportunities for staff once purchasing systems and processes are in place

§ Plans, organizes, directs, manages, and evaluates purchasing activities

§ Tracks and reports key functional metrics to reduce expenses and improve efficiency and effectiveness

§ Crafts negotiation strategies and closes deal with optimal terms

§ Seeks and partners with reliable vendors and suppliers

§ Oversees the proposal, bidding, and negotiation process for goods and services under purchasing

§ Complies with and maintains knowledge of applicable rules, regulations, and standards

§ Ensures all purchasing activities support and strengthen the strategic objectives of the overall organization

Staff Supervision and Talent Development

§ Monitors staff performance and provides ongoing performance feedback

§ Develops, coaches and supervises Department staff consistent with values and competencies required for successful job growth and development

Other

§ Supports the organization’s commitment to diversity and inclusion, and values a diversity of perspectives

§ Adheres to policies and procedures to ensure alignment with State regulations, local ordinances and First 5 LA directives

§ Keeps apprised of all laws, regulations, statutes, rules and policies affecting First 5 LA and Proposition 10

§ Supervises contractors and consultants, as needed

§ Collaborates both internally and with external stakeholders to capture, synthesize and share learning and knowledge outcomes from the ongoing execution of all activities as necessary

Other duties and responsibilities may be assigned. The duties and responsibilities listed are designed to provide typical examples of the work performed; not all duties and responsibilities assigned are included here, nor is it expected that all similar positions will be assigned every duty and responsibility.

QUALIFICATIONS

Knowledge, Skills & Abilities:

Organization-wide Competencies

§ Commitment to organizational mission and values: Mission-driven and self-directed, with a demonstrated passion for First 5 LA’s work to strengthen families and improve child outcomes; strives to model organizational values through daily actions and behaviors

§ Possesses customer-focused mindset: Is able to identify appropriate and relevant stakeholders; identifies internal and external stakeholders needs (customers); is responsive to stakeholder needs, considers impact when making recommendations

§ Collaborative: Collaborates with peers to drive results in alignment with organizational and operational goals in support of the organization’s mission; is able to work in cross-functional teams; is able to establish and maintain effective working relationships with co-workers, public officials and the general public

§ Communicates effectively: Communicates effectively both written and oral; strong presentation skills; demonstrates ability to develop and deliver relevant and appropriate communications; delivers messages in a direct manner; able to tailor messages appropriately to various audiences

§ Demonstrates integrity and judgment: Follows through on commitments letting others know of his/her true intentions; ensures decision-making or recommendations are fact-based and others understand the decision/recommendation before moving forward; considers the relative costs and benefits of potential actions to choose the most appropriate one

§ Demonstrates critical thinking: Applies critical thinking, logic and reasoning to analyze complex problems and information; identifies relative strengths and weaknesses of options, solutions or approaches

§ Demonstrates strategic thinking: Identifies key issues and relationships relevant to achieving long range goals or vision; develops alternatives based on logical assumptions, facts, available resources, constraints, and organizational values to develop a point of view on a course of action to accomplish goals; develops priorities with the right balance of short and long-term wins

Job Specific Competencies

§ Role Specific Content: Ability to negotiate contractual terms and conditions; comprehensive knowledge of purchasing systems, procedures and practices; strong negotiation skills; understanding of contract types and how they are used; understanding of process improvement methodologies; familiarity with sourcing and vendor management; ability to gather and analyze data and to work with figures

§ Content Knowledge: Competent in required job skills and knowledge; ability to learn and apply new skills; ability to learn how to operate new systems quickly; demonstrated ability to set priorities, establish clear expectations and execute identified projects; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; knows how to use technology tools to effectively manage and expedite processes; uses resources effectively

§ Planning and Organization /Project Management: Works in an organized manner with strong attention to detail; prioritizes and plans work activities; ability to effectively manage overlapping projects and deadlines; ability to work under pressure, meet deadlines and adjust to changing priorities; uses time efficiently; plans for additional resources; integrates changes smoothly; sets goals and objectives; ability to manage high performance projects

Management Competencies

§ Managing People: Provides direction and gains compliance; takes responsibility for subordinates’ activities; makes self available to subordinates; develops subordinates skills and encourages growth; provides regular performance feedback; encourages open communications; uses negotiation skills to resolve conflict; strong influencing and relationship skills; experience in managing high performance teams

Experience:

§ Minimum of five years of experience in purchasing or operations and contract management preferred

§ Minimum of three years of staff supervision preferred

§ Experience working for a public agency, foundation, an organization managing public funds, or grant making entity preferred

Education:

§ Bachelor’s degree from an accredited college or university in business, contract management or a related field preferred

Direct Reports:

§ Carries out supervisory responsibilities by the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems

Computer Skills:

§ Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)

§ Ability to use widely supported Internet browsers

Certificates, Licenses and Registrations:

§ Certification in contracts management, procurement, purchasing, or project management preferred

§ Valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions

§ Valid automobile liability insurance

Travel Requirements:

§ This position occasionally requires travel locally, statewide and nationally as needed

PHYSICAL REQUIREMENTS / WORK ENVIRONMENT

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee will sit, talk, hear and use hands up to 2/3 of the time. The employee will stand and walk up to 1/3 of the time. The employee is occassionally required to carry and/or lift up to 30 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

The noise level in the work environment is usually moderate.

Title / Level of Responsibility

Manager

Apply Now