The Procurement Office is searching for a Procurement Representative I/II to join their team! This is a full time, exempt position and is eligible for benefits.
As a key member of the Procurement Department, this position will report to the Procurement Manager. This successful candidate is responsible for contributing to and continually improving an efficient and cost-effective process designed to assist Institution staff in their procurement of goods and services through an on-line integrated procurement process of Accounts Payable, Purchasing and Receiving, in compliance with Institution policies and government regulations. As a contributing member of the team, is committed to the common purpose, performance goals and approach for which team members hold themselves mutually accountable. Performance evaluation is based on a combination of team success and individual accomplishment.
Create and maintain a consistent atmosphere of partnership and mutual respect with customers in the WHOI community
Identify and articulate specification for requested equipment, products, items and services
Research and identify appropriate suppliers sources for requested equipment, products, items and services
Process required documents relevant to the procurement process, including requisition, bids, purchase orders and invoices
Develop and maintain consistently positive relationship with vendors
Manage vendor/supplied contracts to ensure mutual compliance with stipulated terms and condition
Collaborate with procurement team and other institutional departments to create and maintain appropriate procurement systems to better serve the needs of the WHOI community
Assist in the implementation of new system upgrades including work flow
Works closely with colleagues in support of team cross-training to assist in peak load times, during office absences and as a general resource for all users of these services;
Demonstrates commitment to customer service, working as part of the team to ensure the right products are delivered at the right time and at the right price;
Through internal and external periodic feedback procedures, measures effectiveness of operations, including customer satisfaction, cost savings and proposed methods for continuous improvement;
Obtains resources, quotations and secures competitive bids for one-time goods and services;
Anticipate Institution needs and requirements by keeping abreast of market and product trends and developments;
Negotiates with vendors for the lowest cost and incentives and analyzes market price and product mix, checks for competitiveness; works to maintain positive vendor partnerships for the benefit of the Institution's procurement;
Achieves cost savings through vendor selection and review, develops favorable contract agreements and resolves delivery and billing problems;
In coordination with departmental representatives, ensures that appropriate authorizations and documentation are obtained for procurement activities;
Protects Institution resources by recommending policies and procedures that conform to government regulations; Makes full use of administrative systems to support maximum effectiveness of procurement activities;
Facilitates the preparation and submission of purchase order contracts and close-out arrangements with funding agencies and in accordance with Institution and agency reporting requirements;
Resolves delivery and billing problems
Performs related duties as required.
Procurement Representative II level*:
Coordinate and conduct pre-bid conference
Prepares bid and solicitation documents; analyze offers and responses, and negotiates vendor contracts
DESIRED EDUCATION & EXPERIENCE:
Procurement Representative I level*:
Associates degree in business or related field preferred.
Three years of relevant experience in procurement/ purchasing preferred.
Procurement Representative II level*:
Four year college degree in business or related field preferred.
At least five years of relevant experience in procurement/ purchasing.
Demonstrates problem-solving and decision-making skills.
Familiarity with industry terminology for Procurement, Supply Chain/Materials Management and Capitol Equipment.
Experience with inventory management (MMIS) and or procurement (ERP) systems. Not-For-Profit or research experience desirable.
Not-For-Profit or research experience desirable.
Competencies using Microsoft products: Word, Excel, Power Point database and the internet.
Strong interpersonal, communication and organizational skills essential, along with demonstrated personal initiative and willingness to learn and share the learning.
*Level is based on the selected candidate's education and relevant experience.
Physical duties for this position include but are not limited to, ability to lift shoulder to knee, knee to floor; lifting 25 lbs. independently; occasionally carrying up to 25 lbs. Visual abilities to include ability to distinguish basic colors; read and interpret invoices, requests, and requisitions in both text and digital format. Hear and respond to instructions, communicate effectively both on the phone and in person with the ability to understand and interpret the spoken word. Other physical tasks include occasional standing/walking; use of hands for fine manipulation; and occasional reaching, bending, stooping, kneeling and crouching.
WHOI is a member of the Higher Education Recruitment Consortium (HERC). We are sensitive to the issues of dual career candidates and we will work with applicants to address them. Please visit HERC - for more information.
WHOI is an Affirmative Action/Equal Opportunity Employer/Disabled/Veterans/M/F. We encourage Veterans and those with Disabilities to apply. Applications are reviewed confidentially. Applicants that require accommodation in the job application process are encouraged to contact us at (508) 289-2253 or email email@example.com for assistance.
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