IEEE · 17 hours ago
Sr Procurement Operations Analyst
Piscataway, NJ
Full-time
Onsite
Senior Level, Lead/Staff
10+ years expIEEE is seeking a Sr Procurement Operations Analyst to enhance efficiency and productivity within the Finance team through technology and process improvements. The role involves managing procurement documentation, overseeing the competitive bidding process, and ensuring compliance with procurement policies.
Non-profit Organization Management
Responsibilities
Systems, Reporting and Analysis 40%
Database Management. He/she functions as a Procurement Operations subject matter expert for Oracle Fusion (Procurement/Payables/Data Intelligence), Concur, Contract Management System (CMS), PaymentWorks, DocuSign, Help Desk system, SharePoint, Jira, etc. He/she is accountable for the integrity of the databases and systems he/she maintains and is expected to maintain the databases in audit-ready condition and ensures processes are strictly followed in accordance with IEEE policies and practices. He/she provides systems support and provides training as needed
Data Gathering, Reporting, and Analysis. He/she produces and gathers procurement data and requirements for Procurement Operations staff, Finance staff, and Management to generate reports for analysis
Spend Analysis. He/she identifies and communicates opportunities for cost reduction spending optimization across various categories
Systems Enhancements. He/she continuously researches and develops more efficient, stream-lined processes. He/she identifies, presents, and implements solutions to complex financial systems and process-related projects
Product/Project Management. He/she ensures the proper planning, requirement gathering, implementation, testing, and completion of all projects assigned. He/She develops and maintains relationships with staff administrators, finance staff, IT staff, management, volunteers and vendors/suppliers. He/she functions as the team leader with both technical and operational counterparts from IEEE and system providers
Procurement Operations Metric Program. He/she identifies key performance indicators, develops and maintains regular metrics reports for internal analysis and for discussion and submission to management and finance staff
Procurement Operations & Administration 60%
Supplier Master Data Management. He/she is responsible for managing, maintaining and continuous improvement of the vendor/payee onboarding and management system and process to ensure optimal performance. He/she manages user roles and permissions, onboards and ensures proper information verification of new and existing payees. Monitors system performance and troubleshoots technical issues. Maintain up-to-date procedural documentation, provide staff training, and ensures proper communication
Vendor Onboarding and Data Management. He/she manages the full vendor intake process, including collecting necessary documentation such as W-9 or W-8 tax forms, banking information, and certificates of insurance (COIs)
Competitive Bidding. He/she manages the institute-wide competitive bidding program in support of obtaining goods and services at the best prices by stimulating competition and preventing potential favoritism
Contract Requisition Review. He/she ensures accurate and timely review and processing of contract requisitions. He/she administers, maintains, monitors compliance, staff support and training of the process
Contract Management System Administration. He/she ensures accurate, timely, and efficient review of contract files in the Contract Management system associated with requisitions. He/she develops and maintains key working relationships with Legal, Contract Managers, requisition Preparers, Requestors, vendors/suppliers and other key stakeholders that are part of the procurement process. He/she schedules and coordinates conference calls and meetings. He/she ensures complete records retention of legal correspondence and documentation
Independent Contractor Qualification Process. He/she is responsible for the system administration, maintenance and staff education of the procurement process. Routine collaboration with tax and legal counsel is required to ensure IRS and legal guidelines are followed
Department Corporate Credit Card Administrator. He/she is responsible for managing the department's corporate card. Ensures the card is used in compliance with Corporate Card Program procedures. Reviews and clears card transactions timely and accurately. He/she functions as the Procurement Operations subject matter expert for procedures related to the credit card bank system
Procurement Compliance. He/she ensures staff and volunteers follow policy through compliance monitoring which includes the review of supplier registrations, contract requisitions, purchase orders, and related Corporate Card transactions
Cross-functional Team Leadership. He/she will emphasize collaboration by working close with department finance and operations staff to align procurement strategies with company goals and best practices
Departmental Process Enhancements. He/she develops and implements new and/or improved Procurement Operations processes and systems to increase department and association effectiveness and efficiency of operation. He/she is responsible for updating department flows, processes, and web page content. He/she provides continuous education and support to staff
Preferred/Contracted Supplier Program. He/she assists with the qualification and relationship management of preferred suppliers. He/she coordinates supplier consolidation and volume discounts whenever feasible. He/she develops and maintains relationships with vendors and makes recommendations to management for vendor selection
Procurement Operations Department Support. As required, he/she provides backup support to department staff members and to the Director of Procurement Operations on daily activities and action items
Qualification
Required
A Bachelor's degree in related field or equivalent experience is required
10 - 15 years of relevant procurement/purchasing experience preferably in a deadline-driven, fast-paced, customer-focused procurement, purchasing, contracting, business, and/or regulatory environment
Experience with policies, regulations, and governance
Experience working in a highly political environment that requires tact, diplomacy and professionalism in interactions with individuals at various levels
Exceptionally strong attention to detail in combination with a proven ability to multi-task and follow-through on processes
Maturity, negotiation skills and business acumen to negotiate contractual procurement terms
Strong quality assurance skills and a proven ability to do work right the first time and implement continuous improvement activities
Ability to interact with staff, volunteers, and suppliers/vendors
Technologically savvy knowledge worker who seeks out technology solutions to business challenges
Oracle Fusion experience (Procurement, Payables)
PaymentWorks experience
Google Mail knowledge
Corporate Card Program and bank system experience (JPMC PaymentNet, Santander CentreSuite)
Microsoft Office products (e.g., Excel, Word, PowerPoint, Access)
Business Process Modeling, Workflows, Use Cases (Visio, Miro)
Database integrity and maintenance
Effective written and verbal communications skills
General knowledge of accounting, finance, and budgeting
Preferred
A Master's or other advanced degree is highly preferred
Experience with legal and business documents, drafting memos, and persuasive writing is highly desired
Individuals who are studying or who have mastered the bodies of knowledge associated with the following or similar financial professional credentials are preferred: Agile Methodologies; Certified Scrum Product Owner (CSPO), Certified Scrum Master (CSM), SDLC, Jira, Azure DevOps, etc
Certified Purchasing Professional (conferred by the American Purchasing Society)
Certified Supply Chain Professional (conferred by ISM The Institute for Supply Management)
Project Management Profession (PMP)
Knowledge of Content Management Systems will be helpful for updating the Procurement Operations Web pages
Company
IEEE
IEEE is the world’s largest technical professional organization and is a public charity dedicated to advancing technological innovation and excellence for the benefit of humanity.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Sophia Muirhead
IEEE Executive Director and Chief Operating Officer
Adarsh Ravi
Founder & Chair - IEEE Microsystems Boston Chapter
Recent News
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