Procurement Manager

Job Description

Job Description

Description:

POSITION SUMMARY:

The Procurement Manager is responsible for overseeing centralized procurement operations, including sourcing and purchasing of food, operational supplies, and program-related materials, and leading the formal procurement process from solicitation through award. This position is critical in the efficient and strategic acquisition of goods and services across the organization. This role collaborates closely with internal departments and external vendors to align purchasing activities with organizational goals while promoting cost-effectiveness and compliance with federal, state, and internal procurement requirements.

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:

1. Leads and manages the procurement team, overseeing all purchasing department operations.
2. Ensures adherence to the procurement policies and procedures, and supports internal and external audits by maintaining accurate procurement records and providing documentation as requested.
3. Oversees the end-to-end purchasing process, including procurement and order expediting, and monitors the requisition process and project ticketing system to ensure quality customer service and streamlined communication.
4. Leads the formal procurement process from solicitation through award, including issuance of the award letter and Master Services Agreement (MSA).
5. Supports contract administration, including contract review, vendor communication, and Contract Management System maintenance, with legal review and approval owned by the Director of Acquisition and Procurement.
6. Leads sourcing and purchasing activities for food, operational supplies, and program-related materials across the organization.
7. Evaluates and selects suppliers based on quality, price, support, and reliability, and addresses vendor performance using KPIs and reporting tools.
8. Educates suppliers on Houston Food Bank's expectations and procurement needs, and leverages established relationships to negotiate special pricing, discounts, and opportunity buys.
9. Monitors spending on restricted grants and collaborates with program teams to gather detailed purchase information.
10. Monitors procurement-related spend and partners with budget owners to ensure alignment with financial constraints and organizational priorities.
11. Analyzes historical procurement data to identify cost-saving opportunities, optimize vendor relationships, and support strategic sourcing initiatives that drive cost savings and operational efficiency. 
12. Builds and utilizes demand planning tools and reports to forecast procurement needs for operational supplies, programs, and partners.
13. Maintains current knowledge of industry trends, innovations, and emerging products, and analyzes market and demand trends to support senior leadership in developing purchasing strategies.
14. Maintains the Requisition, Purchase Order, and Formal Procurement written Processes, providing training to colleagues as needed. 
15. Manages the Partner Purchase Program, utilizing insight from partners as well as purchasing trends to ensure high customer satisfaction. 
16. Supports procurement readiness for the opening of new facilities, including vendor coordination and scaled purchasing operations.
17. Demonstrates empathy and emotional intelligence in interactions with both customers and suppliers. 

SUPERVISORY RESPONSIBILITIES:

Manages one or more direct reports by providing guidance and/or oversight to employees and/or contractors/temporary staff. Develops and maintains roles, responsibilities, and expectations. Practices performance management in support of employee development, and performs 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.

QUALIFICATIONS:

Education/Experience:

• Bachelor's degree from an accredited four-year college or university in Supply Chain, , Business Administration, Public Administration, Finance, or a closely related field 
• 5-8 years of experience in Procurement or Purchasing, with demonstrated responsibility for sourcing, vendor management, or formal procurement processes.
• 3-5 years of prior management experience 
• Experience with contract review and administration 
• Prior ERP system experience (Oracle or NetSuite experience preferred)

Certificates, Licenses, and Registrations:

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

Special Knowledge/Skills/Abilities:

• Working knowledge of contract terms, MSAs, and contract administration practices
• Familiarity with federal procurement requirements (2 CFR 200) and grant-funded purchasing compliance
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook), SharePoint, Google Sheets, and virtual meeting platforms (Zoom, Teams)
• Ability to work with a diverse population
• Demonstrated negotiation skills with vendors and suppliers
• Ability to build and maintain effective vendor and supplier relationships
• Strong analytical skills, including the ability to interpret procurement data, identify trends, and develop reports for leadership
• Ability to develop, implement, and evaluate policies, procedures, and systems that support strategic and operational goals
• Ability to manage a budget and work within the constraints of budgets
• Strong problem-solving abilities
• Strong leadership, communication, and people development skills
• Strong customer service skills and willingness to assist others
• Able to coordinate well with other departments and personnel
• Strong presentation skills
• Organizational skills in managing projects simultaneously while maintaining a satisfactory work product
• Strong prioritization and time management skills
• Ability to accurately prepare and maintain files, reports, and records

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.

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 associate is required daily to analyze and interpret data, sit and work on a computer for extended periods of time, communicate individually and to larger groups, 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 associate is regularly required to move about the office and around the facility, use hands, wrists, and fingers to grip, type, and write. The employee must frequently lift, push, and pull 15 pounds. The employee will need to have the average ability to hear horns and see peripheral warnings and alerts associated with a distribution center or warehous e.

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, freezers, enclosed and/or tight spaces, areas in which moving mechanical parts, fumes, toxic or caustic chemicals are present, 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.