Sr Procurement Operations Analyst

IEEE•Piscataway, NJ

About The Position

The overall purpose of this position is to provide support to the Institute's Finance staff by leveraging technology to implement process improvements and system enhancements that would increase efficiency and maximize productivity. Support the institute-wide contract requisition review/approval process with a high-level review of procurement documentation to ensure policy compliance, help reduce risk, and maximize performance. Manage the institute-wide competitive bidding process to receive maximum supplier performance at the best possible price while minimizing risk. This position is highly visible to the IEEE staff on a routine basis and to the volunteers of the IEEE organization on an occasional basis.

Requirements

A Bachelor’s degree in related field or equivalent experience is required; A Master’s or other advanced degree is highly preferred.
He/she should have 10 - 15 years of relevant procurement/purchasing experience preferably in a deadline-driven, fast-paced, customer-focused procurement, purchasing, contracting, business, and/or regulatory environment.
He/she must have experience with policies, regulations, and governance.
Experience with legal and business documents, drafting memos, and persuasive writing is highly desired.
We require experience working in a highly political environment that requires tact, diplomacy and professionalism in interactions with individuals at various levels.
His/her prior experience must demonstrate exceptionally strong attention to detail in combination with a proven ability to multi-task and follow-through on processes to ensure activity completion and to ensure the best interests of the IEEE are preserved and protected.
He/she must possess the maturity, negotiation skills and business acumen to negotiate contractual procurement terms.
He/she must have strong quality assurance skills and a proven ability to (a) do work right the first time and (b) implement continuous improvement activities to ensure processes are executed “better, faster, and cheaper.”
Must be able to interact with staff, volunteers, and suppliers/vendors.
He/she should be a technologically savvy knowledge worker who seeks out technology solutions to business challenges. Specific technology knowledge and experience (or the ability to quickly learn) needed to produce the desired outcomes, especially regarding training, and maintaining databases, include the following: Oracle Fusion experience (Procurement, Payables) PaymentWorks experience Google Mail knowledge Corporate Card Program and bank system experience (JPMC PaymentNet, Santander CentreSuite) Microsoft Office products (e.g., Excel, Word, PowerPoint, Access) Business Process Modeling, Workflows, Use Cases (Visio, Miro) Knowledge of Content Management Systems will be helpful for updating the Procurement Operations Web pages
Detail oriented and ability to communicate complex subject matter to diverse audiences
Strong administration, organizational, training, and customer services skills
Experience and general knowledge of procurement/purchasing terms & conditions, contract terminology, and SOWs
Effective negotiations, project management, and trouble shooting skills
Experience with the Product Delivery Enablement strategic process
Experience with process development, improvement, and continuous maintenance
Ability to exercise independent judgment and decision making
Database integrity and maintenance
Effective written and verbal communications skills
General knowledge of accounting, finance, and budgeting

Nice To Haves

Individuals who are studying or who have mastered the bodies of knowledge associated with the following or similar financial professional credentials are preferred: Agile Methodologies; Certified Scrum Product Owner (CSPO), Certified Scrum Master (CSM), SDLC, Jira, Azure DevOps, etc. Certified Purchasing Professional (conferred by the American Purchasing Society) Certified Supply Chain Professional (conferred by ISM The Institute for Supply Management) Project Management Profession (PMP)

Responsibilities

Systems, Reporting and Analysis
Database Management. He/she functions as a Procurement Operations subject matter expert for Oracle Fusion (Procurement/Payables/Data Intelligence), Concur, Contract Management System (CMS), PaymentWorks, DocuSign, Help Desk system, SharePoint, Jira, etc. He/she is accountable for the integrity of the databases and systems he/she maintains and is expected to maintain the databases in audit-ready condition and ensures processes are strictly followed in accordance with IEEE policies and practices. He/she provides systems support and provides training as needed.
Data Gathering, Reporting, and Analysis. He/she produces and gathers procurement data and requirements for Procurement Operations staff, Finance staff, and Management to generate reports for analysis.
Spend Analysis. He/she identifies and communicates opportunities for cost reduction spending optimization across various categories.
Systems Enhancements. He/she continuously researches and develops more efficient, stream-lined processes. He/she identifies, presents, and implements solutions to complex financial systems and process-related projects.
Product/Project Management. He/she ensures the proper planning, requirement gathering, implementation, testing, and completion of all projects assigned. He/She develops and maintains relationships with staff administrators, finance staff, IT staff, management, volunteers and vendors/suppliers. He/she functions as the team leader with both technical and operational counterparts from IEEE and system providers.
Procurement Operations Metric Program. He/she identifies key performance indicators, develops and maintains regular metrics reports for internal analysis and for discussion and submission to management and finance staff.
Procurement Operations & Administration
Supplier Master Data Management. He/she is responsible for managing, maintaining and continuous improvement of the vendor/payee onboarding and management system and process to ensure optimal performance. He/she manages user roles and permissions, onboards and ensures proper information verification of new and existing payees. Monitors system performance and troubleshoots technical issues. Maintain up-to-date procedural documentation, provide staff training, and ensures proper communication.
Vendor Onboarding and Data Management. He/she manages the full vendor intake process, including collecting necessary documentation such as W-9 or W-8 tax forms, banking information, and certificates of insurance (COIs).
Competitive Bidding. He/she manages the institute-wide competitive bidding program in support of obtaining goods and services at the best prices by stimulating competition and preventing potential favoritism.
Contract Requisition Review. He/she ensures accurate and timely review and processing of contract requisitions. He/she administers, maintains, monitors compliance, staff support and training of the process.
Contract Management System Administration. He/she ensures accurate, timely, and efficient review of contract files in the Contract Management system associated with requisitions. He/she develops and maintains key working relationships with Legal, Contract Managers, requisition Preparers, Requestors, vendors/suppliers and other key stakeholders that are part of the procurement process. He/she schedules and coordinates conference calls and meetings. He/she ensures complete records retention of legal correspondence and documentation.
Independent Contractor Qualification Process. He/she is responsible for the system administration, maintenance and staff education of the procurement process. Routine collaboration with tax and legal counsel is required to ensure IRS and legal guidelines are followed.
Department Corporate Credit Card Administrator. He/she is responsible for managing the department's corporate card. Ensures the card is used in compliance with Corporate Card Program procedures. Reviews and clears card transactions timely and accurately. He/she functions as the Procurement Operations subject matter expert for procedures related to the credit card bank system.
Procurement Compliance. He/she ensures staff and volunteers follow policy through compliance monitoring which includes the review of supplier registrations, contract requisitions, purchase orders, and related Corporate Card transactions.
Cross-functional Team Leadership. He/she will emphasize collaboration by working close with department finance and operations staff to align procurement strategies with company goals and best practices.
Departmental Process Enhancements. He/she develops and implements new and/or improved Procurement Operations processes and systems to increase department and association effectiveness and efficiency of operation. He/she is responsible for updating department flows, processes, and web page content. He/she provides continuous education and support to staff.
Preferred/Contracted Supplier Program. He/she assists with the qualification and relationship management of preferred suppliers. He/she coordinates supplier consolidation and volume discounts whenever feasible. He/she develops and maintains relationships with vendors and makes recommendations to management for vendor selection.
Procurement Operations Department Support. As required, he/she provides backup support to department staff members and to the Director of Procurement Operations on daily activities and action items.