PURCHASING OFFICER

Description

Summary: Represent the organization in contract negotiations, develop supplier policies, and manage corporate cards and official expenses for payments. Highlights: 1. Opportunity to negotiate contracts and shape supplier policies. 2. Manage financial processes including corporate cards and expenses. 3. Ensure contract compliance and maintain strong vendor relationships. **GENERAL DESCRIPTION:** Represent the organization in contract negotiations and develop policies for suppliers. In addition, manage corporate card and process official expenses for payment of certain suppliers. **TASKS AND ESSENTIAL JOB RESPONSIBILITIES:** 1\. Develop and implement instructions, policies and procedures for managing contracts for the purchase of equipment, materials and services. 2\. Represent the organization in contract negotiations and develops policies for suppliers. **3\. Manage corporate card, process official expenses (example:** reservations of tickets, hotels, memberships), and manage electronic notifications for payment of certain suppliers such as Liberty, DIRECTV and Autoexpreso. 4\. Act as custodian agent for all contracts and ensure that all contract requirements are met by ensuring maintenance of contracts such as: A / C, fumigation, gardening, photocopies, security cameras and others. 5\. Prepare and process purchase requisitions and orders for materials and equipment. 6\. Identify vendors of materials, equipment or services to interview them and determine the availability of the product and the terms of the sale. 7\. Evaluate different proposals of the sellers to carry out appropriate negotiations that guarantee quality, price, shipping and service. 8\. Manage supplier files and list by keeping them updated in MIP. 9\. Recruit and maintain suppliers that provide high quality products and services, at the best price and that in turn comply with the code of ethics and conduct. 10\. Participate in the development of specifications for standardized equipment, products or materials. 11\. Resolve any claim related to vendors, contractors or suppliers and customers. 12\. Process certifications to agencies such as Hacienda, CRIM, ASUME, FSE, Department of Work and Driver Insurance. 13\. Custodian of all guarantees of the equipment purchased by the organization. 14\. Document essential process of your position. 15\. Prepare proposal fiscal reports for private investors and foundations. 16\. Guide and advice directors who request their knowledge in relation to equipment and materials to be purchased. 17\. Give cross training to the AmeriCorps Fiscal Leaders and Department of Justice Voca. 18\. Maintain and update the vendor list. 19\. Support in the registration of requisitions in the MIP financial system. 20\. Perform any task that is requested. **EXPERIENCE, EDUCATION, SKILLS \& KNOWLEDGE REQUIRED:** § Associate degree in office systems, finance or related area. § At least one (1\) year of experience in related field. § Economics and Accounting — Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data. § Mathematics — Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications. § English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. § Administration and Management — Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources. § Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology. § Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. § Interacting with Computers — Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information. § Analyzing Data or Information — Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts. § Processing Information — Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data. § Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co\-workers, and subordinates by telephone, in written form, e\-mail, or in person. § Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time. § Evaluating Information to Determine Compliance with Standards — Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards. § Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form. § Monitor Processes, Materials, or Surroundings — Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems. § Provide Consultation and Advice to Others — Providing guidance and expert advice to management or other groups on technical, systems\-, or process\-related topics. § Performing Administrative Activities — Performing day\-to\-day administrative tasks such as maintaining information files and processing paperwork. **PHYSICAL REQUIREMENTS \& WORK ENVIRONMENT:** § Normal internal office environment with some travel to Club locations across Puerto Rico. Availability to engage funders on evenings and weekends are a core part of this position. Frequent internal contacts with employees throughout organization required. **ORGANIZATIONAL COMPETENCIES:** **§ GOAL ORIENTED:** Ability to execute actions, use resources efficiently, and make timely decisions according to the quality standards expected by the organization to obtain the expected results. **§ SERVICE ORIENTED:** Ability to identify and understand the needs and expectations of people in relation to the organization, and serve them with the required quality. **§ TEAMWORK:** Ability to build cooperative relationships based on trust with the people whom will interact with at work. Promoting the achievement of the organization’s objectives. **§ EFFECTIVE COMMUNICATION:** Ability to listen and express in a clear, concrete and timely way through writing, verbal and non\-verbal communication. **§ ORGANIZATIONAL COMMITMENT:** Ability and willingness to align one’s behavior with the needs, priorities, values and objectives of the organization, and act based on organizational policies and procedures. **§ WILLINGNESS TO CHANGE:** Ability to propose changes and adapt work actions to the new realities presented by the organization and its context. **§ PROFESSIONAL DEVELOPMENT:** Ability to be an example, by practicing self\-development, actively participating in learning forums and promoting the best human resources practices. **§ SAFETY:** Ability to quickly manage and alert a work\-related safety and/or emergency. **ORGANIZATIONAL VALUES:** **§ EXTRAORDINARY:** Uses his talent and experience to clarify structure, roles and relationships and transform obstacles into opportunities. **§ MISSIONARY:** Maintains self\-control in situations of stress and conflict, seeks support when necessary and is committed to letting others know when their behaviors affect them. **§ COLLABORATOR:** Demonstrates availability, cordiality and participates in face\-to\-face communication with colleagues and clients, uses email to inform. **§ Participative:** Complies with established agreements and increases conversations, negotiating priorities and / or asking questions to validate information. **§ Creative:** Promotes a sense of innovation for the development of new ideas, trends and processes to carry out their work. **§ Utopian:** Focused on professional development and change management, ensuring to include all those who are impacted by the change. **DISCLAIMER:** The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.