Manager Acquisition Planning & Contract Compliance - SCM

Location
VA
Posted
Apr 14, 2021
Closes
Apr 25, 2021
Ref
210275
Hours
Full Time
The Supply Chain Contracts Management (SCCM) office within the Department of Supply Chain Management is seeking a Manager, Acquisition Planning & Contract Compliance.

The perfect candidate for this role will be a knowledgeable contract development, management, and compliance professional with a background in advance procurement planning.

You will manage a team of acquisition specialists that have experience in BUS Maintenance Department.

If you are interested in joining a team that will help WMATA to build a culture of safety and customer service, please apply.

MINIMUM QUALIFICATIONS

Education
  • Graduation from an accredited college or university with a Bachelor's degree in Business Administration with an emphasis on contract/procurement management, purchasing, contract compliance, vendor management, business management, supply chain management, engineering, or a related field
    • In lieu of Bachelor's Degree, a high school diploma/GED and four (4) years of experience in contract/procurement management, purchasing, contract compliance, and vendor management, in addition to experience stated below will be considered

Experience
  • A minimum of six (6) years of progressive responsibility and experience in operations, procurement management, contract administration, and vendor management, including a minimum of three (3) years in management capacity within a transit or transportation management organization.

Certification/Licensure
  • Selected candidate must obtain Washington Metropolitan Area Transit Authority (WMATA) Contracting Officer's Technical Representative (COTR) Certificate within 60 days of employment.
  • Certification from an accredited procurement program such as National Contract Management Association (NCMA), the Certified Professional Contracts Management (CPCM), or an appropriate certificate from a program sponsored by the National Institute of Government Purchasing (NIGP), the Federal Acquisition Institute (FAI) within two (2) years of hire.

Preferred
  • Master's degree in Business Administration; and experience in acquisition planning, contract management, Maximo, and PeopleSoft.

Medical Group:
  • Satisfactorily complete the medical examination for this position, if required. The incumbent must be able to perform the essential functions of this position either with or without reasonable accommodations.

SUMMARY

The Manager, Acquisition Planning and Contract Compliance is responsible for directing and leading a team of specialists in all tactical material and services acquisition planning and contract management and compliance activities, in addition to executing the more complex technical aspects of contract compliance work. The key function of this position is to serve as the point of contact and provide acquisition planning support and contract compliance guidance for all transit operations procurement needs.

Responsibilities include identifying materials and contractor service's needs, coordination and preparation of pre-solicitation documents, source selection recommendations, contractor performance and compliance and invoice review and approval. Supports the Procurement Department's execution of contract change orders, amendments and modifications, and contract close-outs. The incumbent assists in the analysis of office fiscal matters and develops budgetary guidelines for annual budget and plan of contracts preparation. Additionally, the incumbent monitors performance and engages with staff, suppliers and contractors to achieve quality, on-time delivery, cost targets.

ESSENTIAL FUNCTIONS
  • Manages the adherence to policies, programs and processes that ensure all activities of Materials and Inventory Planning (MIPN) initiatives are effectively and successfully achieved and supports the missions and values of the Authority.
  • Works with transit operations offices to ensure compliance with WMATA procurement policies while acquiring all goods and services necessary to deliver the services of the Operations. Proactively determines and compiles materials and services needs for operations as part of the planning and forecasting activities and communicates the plan to transit leadership on a periodic bases.
  • Works with MIPN leadership to develop and implement forecasting methodology, processes, tools and metrics.
  • Manages solicitation development activities for all maintenance contracts to ensure the appropriate contractual vehicle is established to meet the equipment, material, and supply requirements of the office. Manages, supervises and evaluates assigned personnel to include applicant selection, work assignments, performance management, disciplinary actions, and resolution of grievances. Monitors and manages workload assignment including assigning duties, directing and reviewing work assignments and assuring training and professional development of assigned staff. Mentors and coaches assigned staff to ensure desired performance. Uses assignments and training to enhance employee skills and career development.
  • Coordinates pre-award activities to ensure source selection committees, technical evaluations, solicitation amendments, pre-proposal conferences and clarification responses are appropriate and timely.
  • Supervises and reviews contract management activities of all transit operation contracts to ensure compliance with contract terms and conditions. Reports on contract status, vendor performance and cost effectiveness of contract. Monitor and resolve all vendor and contract performance issues as required. Provide monthly performance and compliance reporting to senior leadership.
  • Monitors statuses of all procurement initiations and follow up with Procurement (PRMT) and related offices to establish timely contract agreements.
  • Develops, implements, and monitors prompt payment procedures for contractor payment requests. Ensures that required documentation is maintained to support these payments and all contract files are audit-ready.
  • Performs wide range of project, program, and policy development functions including conducting research and data analyses and framing recommendations for future contractual actions. Develops detailed project and program plans to streamline contracting processes and improve the quality of statements of work and contract terms; lead project and program implementation efforts and assess impacts and results.
  • Ensures expeditious handling of procurement actions to ensure the continuity of transit operation services. Monitors contract spend rates, ascertains pending problems that may cause delays or service interruptions, and provides administrative assistance to solve procurement related issues.
  • Develops, implements and maintains processes and procedures that will ensure that transit operation's material needs and inventory stock levels are efficiently maintained based on the past usages and future demand forecasting.
  • Assists in the development of the Authority pre-negotiation position regarding contractor's proposals for contract establishment, modifications, claims, and closeouts. Serves as the Contracting Officer's Technical Representative (COTR) on various procurement and service contracts. Supervises all COTR activities for subordinate staff.
  • Partners with supply chain department to review the inventory reorder points and economic order quantities are set based on the transit operation's maintenance material needs.
  • Ensure all procurement actions are initiated and tracked via Authority Contract Management System(s) and the PeopleSoft FSCM system. Develop and document audit KPI's and conduct audits on MIPN process and contract compliance and recommend improvements where needed. Track progress on procurement actions and contract performance and report to management.

OTHER FUNCTIONS
  • Provides input in developing department budget and contributes to the business plan development and accomplishment of department goals.
  • Collaborate and build relationship with transit operations offices and other WMATA support offices (PRMT, COUN, OMBS, IT) to efficiently manage all acquisition planning and contract compliance activities.
  • The essential duties listed are not intended to limit specific duties and responsibilities of any particular position. Nor is it intended to limit in any way the right of managers and supervisors to assign, direct and control the work of employees under their supervision.

Evaluation Criteria

Consideration will be given to applicants whose resumes demonstrate the required education and experience. Applicants should include all relevant education and work experience.

Evaluation criteria may include one or more of the following:
  • Skills and/or behavioral assessment
  • Personal interview
  • Verification of education and experience (including certifications and licenses)
  • Criminal Background Check (a criminal conviction is not an automatic bar to employment)
  • Medical examination including a drug and alcohol screening (for safety sensitive positions)
  • Review of a current motor vehicle report

Closing

WMATA is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by applicable federal law.

This posting is an announcement of a vacant position under recruitment. It is not intended to replace the official job description. Job descriptions are available upon confirmation of an interview.