Procurement Representative I

Position:	Procurement Representative I
Date:	05/95
Position Code:	5700
EEO Code:	228

Job Summary
The position reports to the Procurement Team Leader. As a member of the Procurement Team, is responsible for contributing to and continually improving an efficient and cost-effective process designed to assist Institution staff in their procurement of goods and services through an on-line integrated procurement process of Accounts Payable, Purchasing and Receiving, in compliance with Institution policies and government regulations. As a contributing member of the team, is committed to the common purpose, performance goals and approach for which team members hold themselves mutually accountable. Performance evaluation is based on a combination of team success and individual accomplishment.

Requires minimal direction; independent judgment and discretion exercised; unusual and/or unprecedented situations may be referred to senior colleagues for counsel and/or action.

Major Duties

Works closely with colleagues in support of team cross-training to assist in peak load times, during office absences and as a general resource for all users of these services;

Works closely with Institution staff involved in procurement activities to ensure effective, accurate and efficient procedures;

Demonstrates commitment to customer service, working as part of the team to ensure the right products are delivered at the right time and at the right price;

Through internal and external periodic feedback procedures, measures effectiveness of operations, including customer satisfaction, and proposes methods for continuous improvement;

Establishes and maintains vendor database and administers assigned categories and product codes;

Maintains partnerships between external vendors by negotiating purchase order contracts with appropriate sources of equipment, supplies, services and travel for the Institution;

Obtains resources, quotations and secures competitive bids for one-time goods and services;

Protects Institution resources by recommending policies and procedures that conform to government regulations; Makes full use of administrative systems to support maximum effectiveness of procurement activities;

Anticipates Institution needs and requirements by keeping abreast of market and product trends and developments;

Negotiates with vendors for the lowest costs and incentives and analyzes market price and product mix, checks for competitiveness; works to maintain positive vendor partnerships for the benefit of the Institution's procurement;

Achieves cost savings through vendor selections and review, develops favorable contract agreements and resolves delivery and billing problems;

Facilitates the preparation and submission of purchase order contracts and close-out arrangements with funding agencies and in accordance with Institution and agency reporting requirements;

In coordination with departmental representatives, ensures that appropriate authorizations and documentation are obtained for procurement activities;

Performs related duties as required.

Desired Education/Experience for Hiring
College degree preferred with demonstrated skills in contract negotiation and/or procurement processes or college training with two plus years of related experience or equivalent education/experience; must have demonstrated skills in one or more of the following areas: computer expertise in communications, spreadsheet and database management, familiarity with scientific terminology for supplies and equipment, inventory maintenance, travel management, problem solving/decision making. Strong interpersonal, communication and organizational skills essential, along with demonstrated personal initiative and willingness to learn and share the learning.

Last updated: June 6, 2013

Copyright ©2008 Woods Hole Oceanographic Institution, All Rights Reserved, Privacy Policy.
Problems or questions about the site, please contact webdev@whoi.edu
Contact Us | Site Map | WHOI.edu External | WHOI.edu Internal