Procurement Generalist

The Brookings Institution
  • Location
    Washington, D.C.
  • Sector
    Non Profit
  • Experience
    Mid Career
  • Posted
    Oct 07

Position description

Equal-Opportunity Employer: It is Brookings policy to provide equal employment opportunity for all of its employees and applicants without regard to their actual or perceived race, color, religion, sex, age, disability, national origin, ancestry, sexual orientation, marital status, personal appearance, citizenship status, family responsibilities, gender identity or expression, genetic information, matriculation, political affiliation, veteran status, or any other prohibited basis of discrimination as required by law.

Program Office of Financial Services
Job Funtion Accounting/Finance
Posted Date 2019-10-03
Job ID 2019-2194
Salary Commensurate with experience
Overview

Join one of the most influential, most quoted and most trusted think tanks! 

The Brookings Institution is a nonprofit public policy organization based in Washington, DC. Our mission is to conduct in-depth research that leads to new ideas for solving problems facing society at the local, national and global level. 

We bring together leading experts in government and academia from all over the world, rooted in open-minded inquiry and representing diverse points of view, who provide the highest quality research, policy recommendations, and analysis. Research topics cover a full range of public policy issues in economics, foreign policy, development, governance and metropolitan policy.

With fair and transparent business practices, clear communication, mutual respect, and a collaborative atmosphere that offers both professional and personal development opportunities, Brookings offers an inclusive and welcoming workplace that values the efforts of all contributors.

The Office of Financial Service (OFS) is dedicated to supporting the mission of Brookings by ensuring and enhancing its financial health and promoting financial efficiency and innovation. We accomplish this by safeguarding the institution's assets, stewarding donor contributions and providing quality and client-driven service characterized by professionalism, integrity, reliability, transparency, accountability, expertise, and above all else – respectfulness and fairness. OFS is comprised of Accounting, Financial Planning and Management, Financial Operations and Investments. 

The Accounting Office manages the functions of General Accounting, Accounts Payable, Payroll, Tax Reporting, Accounts Receivable and Financial Systems. 

The Office of Financial Planning and Management (OFPM) is responsible for preparing and executing against the annual institutional operating and capital budgets as well as long-range financial modeling for the Brookings Institution. This includes financial management of Institutional Initiatives and all Business Units. OFPM also oversee grants financial management for the Institution, which consists of a diversified funding portfolio, including U.S. and foreign governments, private foundations, individuals and Universities. 

Financial Operations is responsible for Procurement and the general operations of OFS which includes policies, project management, administration, staffing and internal communications. 

The Investment Office manages Brookings' financial assets, particularly the long-term endowment funds originally established by Robert and Isabella Brookings and augmented since by other donors. Approximately 45 legally separate funds support both restricted and unrestricted operations. The funds are pooled into a single investment portfolio that is broadly diversified.

Responsibilities

Ready to contribute to Brookings success?

The Procurement Generalist is an integral member of the Procurement Department in the Office of Financial Services and will work under the direction of the Director of Procurement. This position will be responsible for a broad range of responsibilities in procurement operations, compliance, system administration and vendor relations. 

The Procurement Generalist will be responsible for the procurement operational functions at Brookings, including the Purchasing card program, the travel expense reimbursement (TER) process and dispatching of Purchase Orders in the financial accounting system. This position will ensure transaction compliance with Brookings policies and procedures for all goods and service purchases at the Institution. S/he will also be responsible for administration, upkeep and user support for procurement systems, including SharePoint sites, travel solutions and vendor databases. The Procurement Generalist will source new vendors and support Brookings programs and business units with contracts and negotiations. S/he will also support procurement department initiatives, including but not limited to preparing reports and analyses, implementing new and more efficient processes, and identifying areas for cost savings and opportunities to minimize and eliminate risk. 

Procurement Operations (40%)

  • Purchase Order Administration; reviews and approves all requisitions in the financial accounting system, PeopleSoft; ensures accuracy and adherence to policies; assists with changes or questions.
  • Manages the day-to-day Purchasing Card (Pcard) Program; reviews and monitors all cardholder statement reconciliations, reconciles and codes some monthly institutional expenses, administers credit card requests; audits Pcard transactions; reviews and files monthly Pcard statement packets, ensuring all packets are complete; reaches out to Pcard users as necessary to resolve issues.
  • Manages the Travel Expense Report (TER) process; reviews and approves all travel expense reports for employees and affiliates in the TER SharePoint site; ensures adherence to policy; reaches out to travelers as necessary to resolve issues.
  • Works closely with the Accounts Payable team regarding receipts and invoice reconciliation issues.
  • Maintains, creates and updates all procurement documentation and ensures intranet is up-to-date.
  • Maintains and files Brookings Tax Exempt Certifications.
  • Seeks continuous improvements in procurement policies, procedures and processes. Keeps Director aware of potential problems areas or opportunities.
  • Other duties as assigned.



Vendor Management (30%) 

  • Leads negotiations, contracts and vendor sourcing <$10k for programs upon request.
  • Works with vendors to develop and manage continuous improvement programs, addressing quality, delivery, service as well as price.
  • Identifies cost saving opportunities including but not limited to tier pricing, early payment discount and rebates.
  • Supports Director with updating reports and dashboards and conducting analyses.
  • Ensures commodity codes are accurate for all vendors in PeopleSoft.
  • Other special projects as assigned.



Procurement System Administration (30%) 

  • Responsible for administration of the following procurement systems: TER SharePoint site, Travel Solution and Vendor Database Tools:
  • Provide on-going user support to staff through excellent customer service
  • Troubleshoot when problems arise and resolve appropriately
  • Update system information as needed (ie. travel rates, policies or vendor information)
  • Resolve minor bugs/issues and implements minor enhancements
  • Seeks continuous improvements
  • Support Directors with design and implementation of new procurement systems, tools and processes.
  • Connect Us ticket administration (set up new users in PS and SharePoint)



Qualifications

Ready to make an impact? In this role, you will support Brookings values of collegiality, respect, inclusion, diversity and community, and bring the following qualifications:

Education/Experience Requirements:

Bachelor's degree required; preferably in supply chain or business administration. Minimum four years of relevant work experience in procurement, contracts, vendor negotiations and cost analysis. Certification in one of the following, but not limited to, Purchasing Certification, Negotiation Certification, Six Sigma or Project Management strongly desired. Experience in ERP systems required, knowledge of PeopleSoft Financials desired. Experience in systems administration desired. Demonstrated strong analytical, planning, organizational and data visualization skills and abilities. Must be authorized to work for any employer in the U.S. Experience in a non-profit setting is preferred. 

Knowledge/Skills Requirements:

Thorough understanding of procurement and sourcing best practices and principles, including supply chain processes. Prior negotiation experience required. Demonstrated experience within business relationship development and customer service. Strong computer skills and knowledge of the Microsoft Office Suite (advanced Excel, Word and SharePoint skills preferred) and Adobe Pro. 

Strong financial process and systems administration background desired. Familiarity with project management approaches, tools and phases of the project lifecycle preferred. Strong and creative analytical and problem-solving skills. 

Keen attention to detail is essential. Ability to work independently; prioritize and manages time to meet deadlines. Excellent data visualization, communication, interpersonal and customer-service skills required and ability to communicate effectively with all levels of staff throughout the organization and build relationships across multiple functions and all levels of an organization. Demonstrated analytical and problem-solving abilities. Must be flexible and capable of working in a fast-paced environment with shifting and competing priorities. Extreme honesty and discretion required, with the ability to appropriately handle confidential information.

Application instructions

Please be sure to indicate that you saw this position on Globaljobs.org

follow us on Twitter