Southwest Key Programs Inc.

  • Procurement Specialist-Emergency Shelter

    Location US-TX-Brownsville
    Posted Date 3 months ago(3/27/2018 2:16 PM)
    Job ID
    # Positions
  • Job Summary:

    The Procurement Specialist is responsible for the procurement activities of the Emergency Shelter Operations Contract. Will ensure procurement activities are in compliance with the mandated requirements by State, Federal and Office of Refugee Resettlement (ORR) guidelines. The Procurement Specialists advises the Emergency Program Coordinator on purchases and quality of commodities, supplies and services. Required to maintain a flexible, organized and efficient work schedule and subject to work extended hours, weekend and be on-call.

    Essential Functions:

    • Administers bidding process and contracts for vendor performance within established limits (to include but not limited to: prepare specifications, locate potential vendors, evaluate bids, recommend vendors, conduct bid meetings) for the purpose of securing items and/services within budget and in compliance with regulatory requirements.
    • Evaluates vendors for the purpose of determining their capability for performing to established specifications
    • Actively engages with the Program Coordinator/Legal Department for the review and submission of MOUs or Service Contracts for final decision process.
    • Presents information on administrative procedures, services, regulations for the purpose of training and orienting other personnel and/or distributing information to appropriate parties
    • Compiles date from wide variety of sources (to include vendors and staff) for the purpose of analyzing issues, ensuring compliance with purchasing policies and procedures, and/or monitoring purchasing processes and pricing matters
    • Provides a high level of responsiveness and communication as it pertains to the procurement issues of such as pricing, quality or delivery with other departments within the contract.
    • Maintains open line of communication with suppliers for prompt resolution of quality or delivery problems
    • Initiates and leads face to face meetings and conference calls with supplier as necessary
    • Develops and implements purchasing and contract management instructions, policies and procedures
    • Provides oversight and ensures service level agreements are met for all contracts, service providers and vendors
    • Provide consultative services, research and technical assistance to plan, develop, implement and monitor effective programs and services.
    • Maintain accurate equipment and supply inventories
    • Maintain accurate vehicle fleet inventory and maintenance records
    • Manage vehicle damage claims in collaboration with Risk Management Department
    • And any other duties as deemed necessary by the Program Coordinator or designee 

    Qualifications and Requirements:

    • Bachelor’s Degree in Business or in a field related to human services or similar occupational area.
    • Clean criminal background check.
    • Clean Child Abuse and Neglect (CAN) or child protective services check.
    • Able to establish and maintain professional relationships with stakeholders such ORR, state and local entities
    • Valid Driver’s License and clean Motor Vehicle Report

    Physical Demands:

    Must be able to read, write and communicate both verbally and in written form to express and exchange ideas. While performing the responsibilities of this job, the employee must be able to access all components of work station and other office equipment. Obtain Crisis Prevention Institute (CPI) certification and First Aid Certification (CPR). Bending, stooping and lifting up to 15 lbs required to complete daily tasks. Use of various pieces of office equipment.

    Work Environment:

    Ability to work a flexible work schedule is required dependent upon the task order, location and need. May require more work hours than normal, to include weekends, after hours and holidays. Work schedules are subject to variation from time to time depending on the needs of the department, facility or program. The work is performed in a shelter setting which operates 24 hours a day, 7 days a week, and until completion of the contract. Also requires significant travel.


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