Procurement Manager

Description:

POSITION SUMMARY:

The Procurement Manager serves a critical leadership role in ensuring the efficient, ethical, and strategic acquisition of goods and services across the organization. This position is responsible for overseeing centralized procurement operations, including securing contracts, and sourcing and purchasing of food, operational supplies, and program-related materials. The Procurement Manager collaborates closely with internal departments and external stakeholders to align purchasing activities with organizational goals, while promoting transparency, cost-effectiveness, and compliance with the Houston Food Bank’s procurement policies and procedures.

Adhere to PACT values. (Purpose: Using our strengths passionately to contribute to our mission. Accountability: Choosing to rise above one’s circumstances and demonstrating ownership to achieve results. See It. Own It. Solve It. Do It. Courage: Standing up for what’s right and acting. Transparency: Doing things openly and honestly).

ESSENTIAL JOB FUNCTIONS:

• Leads and manages the procurement team, overseeing all purchasing department operations.
• Ensures adherence to and enforcement of the organization’s procurement policies and procedures.
• Evaluates and approves products and services through thorough review, comparison, and analysis.
• Maintains current knowledge of industry trends, innovations, and emerging products.
• Addresses vendor performance concerns using key performance indicators (KPIs) and reporting tools.
• Participates in the evaluation and selection of suppliers to ensure alignment with organizational needs, focusing on quality, price, support, and reliability.
• Manages budgets related to food, boxes, freight, and office supplies, ensuring fiscal responsibility.
• Oversees the end-to-end purchasing process, including procurement and order expediting.
• Monitors spending on restricted grants and collaborates with program teams to gather detailed purchase information.
• Utilizes demand planning tools and reports to forecast procurement needs for operational supplies, programs and partners.
• Educates suppliers on HFB’s expectations and procurement needs, renegotiating contracts as required.
• Analyzes market and demand trends to support senior leadership in developing purchasing strategies.
• Demonstrates empathy and emotional intelligence in interactions with both customers and suppliers.
• Manages the Partner Purchase Program, utilizing insight from partners as well as purchasing trends to ensure high customer satisfaction and return on investment.
• Utilizing built relationships, negotiates with vendors to secure special pricing, discounts, and opportunity buys.
• Evaluates departmental spending while seeking ways to improve and enhance the quality of products purchased and the timeliness of deliveries.
• Monitors contracts within the Contract Management System, alerts leadership as contracts approach renewal or expiration, reviews vendor performance, ensures compliance with contractual terms and organizational policies.
• Monitors requisition process and project ticketing system, ensuring quality customer service and streamlined process and communication
• Maintains the Requisition, Purchase Order, and Formal Procurement Process guides, providing training to colleagues, as needed.
• Conducts vendor performance evaluations and supports strategic sourcing initiatives to drive cost savings and operational efficiency.
• Collaborates with leadership to oversee contract lifecycle management, ensuring timely renewals, compliance with terms, and alignment with organizational objectives.
• Analyzes historical procurement data to identify cost-saving opportunities, optimize vendor relationships, and support strategic sourcing decisions
• Facilitate the procurement process of our new building projects, sourcing vendors, evaluating bids, and ensuring compliance.

SUPERVISORY RESPONSIBILITIES:

Manages one (1) or more direct reports by providing guidance and/or oversight to employees and/or contractors. Develops and maintains roles, responsibilities, and expectations. Practices performance management in support of employee development, and perform administrative duties associated with being a people manager. Responsibilities include interviewing, planning, assigning, directing work, and resolving problems. Responsibilities also include sponsoring and participating in and/or supporting project teams sponsored by other management team members.

Requirements:

QUALIFICATIONS:

Education/Experience:

• Bachelor's degree from an accredited four-year college or university in Supply Chain, Agriculture or a closely related field
• 3 -5 years of experience in Procurement Management
• 3-5 years of prior management experience
• Prior ERP system experience required (Oracle or NetSuite experience preferred)

Certificates, Licenses, and Registrations:

Must have reliable transportation, a valid driver’s license, and insurance

Special Knowledge/Skills/Abilities:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability needed. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. (For best performance, the job holder in this position would be expected to show the right knowledge, skills, and abilities in the listed areas.)

• Proficient in Microsoft Office Suite, including but not limited to Excel, Word, PowerPoint, and Outlook
• Proficient in SharePoint, Google Sheets, and virtual meeting platforms (i.e., Zoom, Teams)
• Ability to work with a diverse population
• Strong leadership, communication, and people development skills
• Strong problem-solving abilities, customer service skills, and willingness to assist others
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology
• Ability to accurately prepare and maintain files, reports, and records
• Ability to establish objectives and program goals that support the strategic plan
• Organizational skills in managing projects simultaneously while maintaining a satisfactory work product
• Ability to implement new systems and procedures and evaluate their effectiveness
• Ability to develop objectives, evaluate effectiveness, and assess needs
• Ability to develop, interpret, and evaluate policies and procedures
• Ability to manage a budget and work within the constraints of budgets
• Ability to coordinate well with other departments and personnel
• Public speaking ability and delivering presentations to individuals and groups
• Demonstrated knowledge of warehousing, inventory procedures, and audits
• Must possess solid prioritization and time management skills

COMPLIANCE:

Carries out responsibilities in accordance with HFB policies. Ensure compliance with regulatory requirements, including Texas Department of Agriculture (TDA), USDA, and FDA, as well as grant and/or other funding requirements.

REASONING ABILITY:

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability needed. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. (For best performance, the jobholder in this position would be expected to show the right knowledge, skills, and abilities in the listed areas.)

COMPETENCIES:

Business Insight / Instills Trust / Drives Engagement / Optimizes Work Processes / Directs Work Composure / Manages Ambiguity / Communicates Effectively / Organizational Savvy / Decision Quality Manages Conflict / Presentation Skills / Financial Acumen / Developing Direct Reports

PHYSICAL REQUIREMENTS:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of the job, the employee is required daily to analyze and interpret data, communicate, and remain in a standing or stationary position for a significant amount of the workday; and often access, input, and retrieve information from the computer and other office productivity devices. The employee must regularly move about the office and around the facility, use hands, wrists, and fingers to grip, type, and write. The employee must frequently lift 15 pounds. The employee will need to have the average ability to hear horns, warnings, and alerts associated with a warehouse.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those employee encounters while performing the essential functions of this job. While the job is generally performed in an enclosed office environment, the employee is occasionally exposed to wet and/or humid conditions, strong food-related smells, and outside weather conditions. The noise level in the office environment is typically quiet, but the employee will be occasionally exposed to loud noise levels (e.g., horns, fans).

TRAVEL REQUIRED:

Travel is required for this position (up to 10% of the time and on a domestic basis within our 18-county service area).

This role supports hours of operations at the Houston Food Bank facilities, as necessary, and may require flexibility (e.g., times of disaster, community events, company events).

• Is legally able to work in the United States.