Job DescriptionThe Sr. Manager, Acquisition Planning and Contract Compliance (Vendor-Managed Inventory and Inventory Contracts) manages a team of skilled professionals responsible for all pre- solicitation and post-solicitation activities of all procurement actions for WMATA including VMI contracts. The key function of this position is to provide acquisition planning strategy, support and contract compliance policy and guidance for all transit operations procurement needs. The Sr. Manager is responsible for the day-to-day management and implementation of Supply Chain (SCM) Contracts Management policies and procedures and for the design, development, implementation, administration and management of SCM policies related to WMATA's procurement practices. The incumbent is responsible for managing and monitoring SCM activities and provide expert professional assistance.
Principal Job Duties- Establishes and implements policies, programs and processes that ensure all activities of SCM are effectively and successfully managed and supports missions and values of the Authority. Owns SCM Contract Management processes and policies, and engages in process improvements; develops, executes and manages risk management processes for SCM activities.
- Establishes and maintains communications regarding program and project execution with senior management across all WMATA departments. Acts as the first level of escalation for program issues that cannot be resolved by the manager or within the project.
- Collaborates and builds relationships with transit operations offices and other WMATA support offices (PRMT, COUN, OMBS, IT) leadership to efficiently manage all the operation's acquisition planning and contract compliance activities. Works with budget office and transit services leadership to compile departmental budget and provide strategic direction in financial forecasting, management reporting, vendor and contract performance metrics.
- Serves as the primary contact for WMATA SCM VMI Program management. Develops and implements policies, practices, and procedures that have a significant impact on the organization; ensures vendor managed inventory activities meet quality standards and service level agreements for goods or materials while company costs are minimized.
- Provides expert advice to transit operations leadership and management regarding acquisition strategies, planning, vendor management, contract management and contract execution. Provides expert advice to the technical evaluation team in source selection strategy and assists in developing evaluation reports and other required documentations.
- 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.
- Monitors pre-solicitation development activities including planning, initiating and coordinating the solicitation activities with Procurement (PRMT) for all transit operation's material and service needs.
- Conducts periodic audits of the finalized documents to ensure pre-solicitation packages are compliant with procurement policies as per WMATA Procurement Procedure Manual.
- Audits and monitors contract management activities of all transit operations office contracts to ensure compliance with contract terms and conditions. Reports on contract status, vendor performance and cost effectiveness of contract.
- Develops detailed project and program plans to streamline contracting processes and improve the quality of statements of work and Cost estimates; lead project and program implementation efforts and assess impacts and results.
- Ensures expeditious handling of procurement actions to ensure the continuity of transit service. Monitors contract spend rates, ascertains pending problems that may cause delays or service interruptions, and provides administrative assistance to solve procurement related issues.
- Provide expert advice to transit operation's internal offices to develop programs and procedures to identify maintenance material needs and develop procurement methods to implement long term solutions. Participates in the planning and supports requirements reviews, sustainment reviews and other meetings as required.
- Addresses FT A and local government rules, regulations and audit findings for all transit operations related procurement contracts. Manages all internal audit issues for SCM and partner with department leadership to prepare responses.
- Monitors and reports progress on major procurement actions and contract performance to senior leadership.
- Develop and document KPI's on reporting and audits on MIPN process and contract compliance and recommend improvements where needed.
- Serves as the Contracting Officer's Technical Representative (COTR) on various procurement and service contracts. Supervises all COTR activities for subordinate staff.
Other Duties- 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.
- Assists in the development of the Authority pre-negotiation position with regard to the contractor's proposal for contract establishment, modifications, claims, and closeouts.
- Collaborate with SCM to develop, implement and maintain processes and procedures that will ensure that transit operation material needs, and inventory stock levels are efficiently maintained based on the past usages and future demand forecasting.
- Ensures all transit operations offices adhere to WMATA procurement policies while acquiring all goods and services required for the operation.
- Monitors statuses of all procurement initiations and follow up with PRMT and related offices to establish timely contract agreements.
- Ensures implementation of assigned programs are on time and within budget and in alignment with SCM program goals and priorities, Authority direction, and ensuring standards are cost beneficial
- Maintains and promotes awareness and accountability with safety policies and procedures while performing job functions. Promotes a positive safety culture and encourages reporting of safety concerns consistent with our Agency Safety Plan, other regulatory requirements within the Safety Management System and just culture principles.
The functions 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.ResponsibilitiesKnowledge- Extensive knowledge of principles, methods for developing scheduling coordinating and managing programs/projects and resources, including monitoring costs, work and performance
- Extensive knowledge in the principles and practice of public sector procurement and contracting.
- Extensive knowledge of supply chain practices and inventory material planning and management.
- Knowledge of major transit systems and significant trends, changes, and needs in the public transportation field that could benefit, impact or directly relate to the
- General knowledge of the Authority's business goals and objectives.
- Knowledge of principles and practices of purchasing, contract administration, logistics and material control in public and private sectors.
- Knowledge of theories and concepts pertaining to procurement, materials management and logistics and its application to the transit environment
- Demonstrated knowledge of project management principles, practices, and strategies of administration, management and planning for a large-scale organization.
- Knowledge of rules and regulations affecting procurement functions and contracting process.
- Knowledge of procurement and Supply Chain software applications
Skills- Excellent supervisory and management skills in order to manage staff and interact effectively with key stakeholders in all departments and at all levels.
- Excellent written and verbal communication skills.
- Strong skills in the development and presentation of reports, findings, analysis and recommendations to different audiences within the Authority.
- Reporting tools skills and data management, advanced Spreadsheet Analysis Skills and forecasting tools.
- Skilled in the use of MS Office suite applications. Standard business applications such as Maximo, Windchill and PeopleSoft FSCM
Abilities- Ability to read and interpret procurement policies and procedures.
- Ability to analyze and implement efficient contracting processes to ensure departmental goals are achieved.
- Ability to conform to shifting priorities, demands, timelines and balance multiple projects and tasks concurrently.
- Ability to communicate effectively at all levels of the organization, both orally and in writing
- Ability to manage, mentor, and train staff to produce high performing team.
- Ability to understand authority policies, procedures, regulations and agreements in managing and evaluating staff.
- Ability to effectively managing multiple projects/initiatives under demanding time constraints, while consistently delivering high quality service to internal and external customers.
- Strong attention to detail and ability organize, prioritize, and manage multiple tasks in a dynamic environment.
- Ability to establish and maintain effective working relationships with internal customers, external departments, and vendor community. Must be able to communicate effectively at all levels of the organization.
Machine, Tools, Equipment, Software, Hardware Required- Microsoft Office applications: Word, Excel, Access, PowerPoint, Outlook, Project, share point and Skype
- Financial and Enterprise Resource Planning applications such as Oracle/PeopleSoft, Maximo and Windchill.
Supervisory ResponsibilitySupervises work of others, including planning, assigning, scheduling and reviewing work, ensuring quality standards. Is responsible for hiring, terminating, training and developing, reviewing performance and administering corrective action for staff. Plans organizational structure and job content.
QualificationsMinimum Education- Bachelor's Degree in Business Administration or related field of study with extensive advance education and/or training in the areas of supply chain management, public procurement planning and contract compliance.
Minimum Experience- Minimum of ten (10) years of progressively responsible administrative and management experience in materials, equipment, or service contact development and/or program management, or public procurement.
Minimum Certification/Licensure- 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)
Preferred Qualifications- Transit industry and/or public agency acquisition planning and contract management experience is desirable.
Evaluation CriteriaConsideration 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
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