Centralized Procurement Specialist

CENTRALIZED PROCUREMENT SPECIALIST

ROLE DESCRIPTION

Summary: The Centralized Procurement Specialist manages organization-wide purchasing in a nonprofit setting, ensuring supply requests support staff, programs, and client services while promoting cost-effective, mission-aligned decisions. The role standardizes procurement processes, maintains supplier relationships, and ensures compliance with organizational policies, budgets, donor or grant requirements, and regulatory standards. It also supports transparency and accountability by accurately tracking donations and inventory while promoting efficient and responsible use of resources.

Essential Functions:

Procurement Operations

- Executes purchase requests across departments and program areas in accordance with procurement policies, approval thresholds, and funding requirements.

- Serves as the primary point of contact for centralized purchasing requests that support administrative, operational, and client-service needs.

- Coordinates and fulfills supply and item requests, including office supplies, operational supplies (groceries), furniture requests, Amazon purchases, gift cards and other items for clients, vending machine supplies, and printer paper.

- Coordinates purchases against warehouse inventory levels and works with the development team to receive and document donated goods.

- Promotes responsible stewardship of nonprofit resources by following preferred supplier agreements, pricing standards, and documented purchasing procedures, including obtaining multiple bids.

- Manages end-to-end procurement cycles including requisition intake, sourcing, ordering, receipt confirmation, documentation, and issue resolution.

Vendor & Contract Management

- Maintains relationships with approved vendors and support vendors onboarding [TJ1] (#_msocom_1) in alignment with organizational standards and service expectations.

- Monitors vendor performance, pricing accuracy, reliability, and responsiveness to support uninterrupted operations and program delivery.

- Manages vendor contracts, including renewals, service expectations, documentation, compliance tracking, and coordination with stakeholders.

- Coordinates with finance, legal, and department leaders on contractual requirements, negotiated terms, and vendor accountability.

Cost Control & Compliance

- Supports cost-containment initiatives through standardized purchasing, competitive pricing, and thoughtful use of organizational resources

- Validates pricing, quantities, approvals, and contract terms prior to order placement

- Ensures purchasing activities comply with internal controls, audit requirements, applicable regulations, and donor or grant restrictions when applicable

Stakeholder Partnership

- Collaborates with department leaders and requestors to clarify purchasing needs and timelines.

- Educates internal stakeholders on procurement policies, tools, and best practices.

- Resolves procurement-related issues promptly with a strong customer service focus.

Data, Systems & Reporting

- Tracks procurement metrics such as spend, cycle time, and supplier utilization.

- Maintains accurate records for charitable donations and support tracking, reconciliation, and reporting of donated goods or resources.

- Assists with audits, reporting, and continuous improvement initiatives

Competencies:

- Procurement & Sourcing Expertise

- Financial Stewardship & Cost Management

- Operational Execution & Process Management

- Vendor & Contract Management

- Data Management & Reporting

- Problem Solving

- Customer Service Orientation

- Stakeholder Collaboration & Communication

- Organization & Time Management

[TJ2]

Supervisory Responsibility: This role does not have any supervisory responsibilities.

Work Environment: This job operates in a professional office environment and in our satellite offices. This role has hybrid work options which involve both remote and in-office work. Specific in-office days will be determined in coordination with the team and the needs of the business. This can change or be altered by the manager at any time. This role routinely uses standard office equipment such as computers, phones, multi-functional printers, and filing cabinets.

Physical Demands: While performing the duties of this job, the employee is regularly required to talk or hear. This position is mostly sedentary but also involves standing, walking , handling objects, and reaching with hands and arms. Occasionally, the employee may need to lift or move items weighing up to 30 pounds.

Position Type and Expected Hours of Work: Some flexibility in hours is allowed, but the employee must be available during the core work hours. Occasional evening and weekend work may be required as job duties demand.

Travel: This position has minimal travel expectations.

[TJ1] What does onboarding mean for vendors?

[TJ2] Please review the list of core competencies and let me know the top 10

Qualifications

Required Education and Experience

- Bachelors degree in business administration, Supply Chain, Finance, or a related field or equivalent relevant experience.

- 2–5 years of experience in procurement, purchasing, accounts payable, or supply chain functions.

- Proficiency with ERP or procurement systems (e.g., SAP, Oracle, Workday, Coupa, Ariba, Jaggaer)

- Strong attention to detail and ability to manage multiple priorities.

Preferred Education and Experience:

- 5 – 7 years of experience working within a centralized or shared services procurement model.

- Knowledge of strategic sourcing, contract administration, or procurement policy fundamentals.

- Experience in a nonprofit, healthcare, public sector, or other mission-driven environment.

- Familiarity with donor-funded, grant-funded, or restricted-fund purchasing requirements.

- Advanced Excel or data analysis skills

Additional Eligibility Qualifications: