Procurement

• Overview The Procurement Specialist will work with the Purchasing Manager and Director to source and/or procure goods and services as required by the Library. The specialist will be responsible for the timely placement of purchase orders and delivery of materials to meet order requirements and deadlines. The Specialist will be responsible for developing category / material plans and/or key supplier plans for commodity categories (services and/or goods) and to participate in related projects with key suppliers and/or internal stakeholders. The Specialist will be focused on securing the best total value for procured goods/services, securing &amp; measuring cost savings and efficiencies, and minimizing supply &amp; contractual risk. Specialist will manage the development, review, and onboarding of procurement-related contracts.
• Own: Assessments and development of actionable strategies for assigned projects, categories, and programs, including preferred vendor plans, risk management plans, and category plans.
• Own: Strategies effectively and efficiently to achieve total cost savings and enhance operational efficiencies for the organization.
• Teach: Procurement-related experiences and ideas to improve processes, policies, and outcomes.
• Teach: And foster a team environment that encourages sharing ideas, opportunities, and best practices to support each other's projects and efforts.
• Learn: And evaluate procurement-related projects, workflows, and events to gain a deep understanding and identify opportunities for increased efficiency and impact.
• Improve: All aspects of our daily activities, strategies, controls, and policies.
• Some expectations for this role are that within: 1 month, this person will: have a comprehensive understanding of NYPL operating procedures, policies, and specific departmental requirements to gain transparency into ways of working and opportunities. Specialist will manage transactional tasks such as requisition processing and coordinating sourcing events (I.e.., quotations).
• 3 months, this person will: establish collaborative relations with key internal stakeholders. secure a comprehensive understanding of one's responsibilities enabling thorough analysis, identification of opportunities, and enhancement for effective execution.
• 6 months and beyond: implement constructed sourcing and category strategies creating positive financial and operational efficiency impact. track performance of developed programs, projects and implemented sourcing & category strategies.
• Responsibilities
• Obtain quotes, negotiates with suppliers, and process POs for assigned commodities (services and/or goods)
• Cultivates relationships and is the primary point of contact to assigned internal departments.
• Guides departments through NYPL procurement process. Executes ongoing meetings with assigned departments to ensure the highest degree of support.
• Develops strategic relationships with key suppliers, keeps up with industry trends and identifies best practices for responsible commodity categories and suppliers.
• Collaborates with various departments on analyzing bids for specification compliance, pricing / total cost, delivery commitments and past performance.
• Takes lead and develops multiple RFx sourcing events (RFPs, RFQs, RFIs, etc.)
• Takes lead in assessing, constructing and implementing category sourcing strategies and key supplier management / development plans.
• Focus on achieving maximum cost savings, efficiencies and enhancement opportunities with suppliers and within responsible projects
• Responsible for developing, reviewing, and managing the onboarding of contracts related to procurement activities. This includes ensuring contracts align with procurement policies, coordinating with stakeholders, and facilitating a smooth integration of contractual obligations into the procurement process.
• Develops and/or maintains reporting requirements (i.e.: savings, contract coverage, project management, etc.)
• Process change orders, expedite deliveries as needed, coordinate with internal stakeholders and suppliers for ETAs and Proof of Deliveries
• Support team’s reporting requirements
• Implements best practices and incorporates corresponding tools / solutions for internal and external requirements
• Identify and install efficiencies and process improvements within the Procurement process
• Updates and documents policies and processes for assigned commodities
• May perform additional duties as required

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