Procurement Manager

Doctors Without Borders/Médecins Sans Frontières (MSF) is an international humanitarian organization that delivers impartial medical care to people affected by conflict, epidemics, disasters, or exclusion from health care in over 70 countries.

We welcome candidates who bring a wide variety of backgrounds and experiences to join us in working toward MSF’s common mission.

Department

The Procurement & Facilities Services department provides an array of services to MSF-USA.  Procurement works with staff from other departments to provide assistance with the sourcing & vetting of vendors and assists or leads RFP/RFQs.  Procurement is responsible for the oversight & management of all contracts, policy & procedure creation, risk avoidance & analysis, vendor performance & relations, and staff training with an emphasis in obtaining project goals and acquiring goods and services at the best quality, value, and price.  Procurement is also responsible for establishing a preferred and diverse vendor pool.

In Facilities Services, the department creates and maintains an accessible, comfortable, and efficient office environment that fosters communication, collaboration, and exchange of ideas.  The department is responsible for maintaining the physical space, responding to staff needs and requests, offering fully stocked office and café supplies, and providing a safe and secure environment. 

The department is also responsible for booking travel for HQ staff, working with Field HR travel booking staff, maintaining the travel policy and providing training on the Online Booking Travel tool.

Project

The MSF-USA procurement department handles hundreds of contracts spanning a broad spectrum of services totaling in the millions of dollars. The high number of vendors, contracts, services, and the amount of data and other personal information requires that the contracts follow a strict due diligence process in order to minimize risk and provide the best value to MSF-USA.

The Procurement Manager is responsible to deliver an efficient and effective operation for the procurement of goods and services based on MSF-USA’s strategic objectives, continuous improvements, and cost reduction efforts by adhering to the established procurement policy and following the established procurement procedures.  The Manager is responsible for the practice of certain procurement systems and functions, such as leading or assisting in RFP/RFQs, the multi-step contracting process, sourcing of new vendors, negotiating terms that leads to better vendor performance and pricing, and diversifying the vendor pool.

The Manager will also be responsible for the supervision of a Procurement Coordinator.

Tasks

• Lead the Request for Proposal (RFP) or Request for Quote (RFQ) process by
  • Independently researching and understanding the product and or service along with the contract owner to develop the RFP/RFQ document
  • Studying the RFP to provide feedback in order to help the contract owner with the description of services and potential vendor questions
  • Leading the financial vetting, selection, and inclusion of vendors in the competitive bid process
  • Customizing the vendor selection scorecard as per the needed service
  • Manage the non-disclosure agreement (NDA) documentation and the acknowledgement and transparency of confidential information
• Responsible for contract compliance by
  • Assessing existing contracts with contract owners, vendors, information security/data privacy and legal
  • Managing the contracting process from start to completion
  • Ensuring that all contracts adhere to the Procurement Manual
  • Making recommendations on policies and procedures as needed to ensure the success and compliance of all procurement activities
  • Facilitating meetings with vendors and contract owners and playing an active role in asking questions about the service, performance, and terms
  • Coordinating the completion of the due diligence questionnaire on information security/data privacy with the information security/data privacy leading to contract review and the exchange of a DPIA (Data Protection Impact Assessment)
  • Coordinating the redlining process between legal and the vendor along with other business decisions
  • Managing contract signatures, completion, storage in NetSuite and SharePoint
• Lead in the establishment of new contracts and manages the process of contract terminations,  expirations, extensions and renewals by
  • Working closely with the vendor, contract owner, information security/data privacy and legal to make sure the accepted terms are the most favorable as possible for MSF-USA 
  • Secure the best value of money by 
    • Negotiating with vendors to secure advantageous contract terms including price, deadlines, deliverables, and SLAs (Service Level Agreements)
    • Establishing competitive and comprehensive contracts
    • Attaining a sufficient understanding of the service as well as MSF-USA’s position in relation to that good or service to be able to negotiate on behalf of the contract owner and MSF-USA adroitly and advantageously
    • Performing reference check interviews
• Establish awareness and promoting procurement processes by
  • Leading staff trainings for contract owners, requisitioners, approvers, and budget owners across all departments in contract management, vendor selection process and other procurement processes
• Create and maintain preferred and diverse vendor pools by
  • Building and maintaining long term business relationships with vendors
  • Evaluating vendor performance with contract owners
• Supervise Procurement Coordinator by
  • Training, planning, assigning, directing, and evaluating the Coordinator’s work
  • Providing input and guidance and working on staff development
  • Performing staff performance appraisal as required

Expected to work in a hybrid remote work environment with the ability to come into either the NYC office or regional hub (Washington, DC or Bay Area, California) a minimum of 2 times a week.  

No phone calls or emails please. Only shortlisted candidates will be contacted

Application Deadline: Open Until Filled

Your Safety Matters: Vaccination and booster against COVID-19 is a requirement at MSF - USA

Equal Employment Opportunity and Non-Discrimination:

MSF-USA is committed to building a diverse, unbiased, and inclusive workforce. MSF-USA is an equal opportunity employer; we recruit, hire, train, promote, develop, and provide other conditions of employment without regard to a person’s gender identity or expression, sexual orientation, race, religion, age, national origin, disability, marital status, pregnancy status, veteran status, genetic information, or any other differences consistent with applicable laws. This includes providing reasonable accommodation for disabilities, or religious beliefs and practices. Members of communities historically underrepresented in the Humanitarian Aid sector are encouraged to apply.

If you have a disability of some kind and are interested in applying for employment and need special accommodations to use our website to apply for a position, please contact Human Resources by emailing us: employment.msfusa@newyork.msf.org

Reasonable accommodation requests are considered on a case-by-case basis.

Type

HQ  

Pay Class & Contract Type

Regular FT Salaried Exempt 

Compensation

Starting salary $107,420.04 - $114,440.04 (commensurate with experience)

Working Time (Hours Per Week)

35