Procurement and Contracts Manager

Job Title : Procurement and Contracts Manager

Reports to : Operations Director

Salary Range : $75,000-$95,000

Benefits : Health, Vision, & Dental Insurance, Retirement Contributions, PTO, and Paid Holidays

Classification : Salaried, Exempt

Status : Full-Time (1.0 FTE), Regular w / Benefits

Location : Portland, OR

JOB SUMMARY

About the Northwest Portland Area Indian Health Board (NPAIHB)

The Northwest Tribes have long recognized the need to exercise control over the design and development of health care delivery systems in their local communities. To this end, they formed the Northwest Portland Area Indian Health Board (also referred to as NPAIHB or "the Board") in 1972.

Guided by a vision of "Health and Wellness for the Seventh Generation," NPAIHB is a 501(c)3 designated (non-profit) organization and Tribal organization, P.L. 93-638, under the Indian Self-Determination and Education Assistance Act (ISDEAA) serving the 43 federally recognized Tribes in the states of Idaho, Oregon, and Washington (Northwest Tribes). Tribes become voting members of the Board through resolutions passed by their governing body. Each member Tribe designates a delegate to serve on the NPAIHB Board of Directors.

Led by our Board of Directors (Tribal Delegates), NPAIHB's mission is to "eliminate health disparities and improve the quality of life of American Indians and Alaska Natives by supporting Northwest Tribes in their delivery of culturally appropriate, high-quality health programs and services." We have a staff of over 120 professionals dedicated to advancing Tribal health for the 7th generation in the Pacific Northwest.

Position Summary

Under the administrative direction of the Operations Director, the Procurement and Contracts Manager manages, supervises, and coordinates the activities and operations of the majority of NPAIHB contracts and procurements; coordinates this work with divisions, departments, and / or outside entities or contractors; responsible for cradle to grave procurement and contract administration; and performs related duties as assigned.

The Procurement and Contracts Manager collaborates closely with the Director of Operations, Finance Director, Director of Legal & Governmental Affairs, Executive Director and various other positions at NPAIHB.

The Procurement and Contracts Manager reports to the Director of Operations. This scope of work is housed within the Administration / Operations Division of NPAIHB.

This position is based at NPAIHB's office in Portland, Oregon. The Procurement and Contracts Manager is required to be onsite for a minimum of 3 days per week. Local travel and / or overnight travel outside of the area is required approximately

Essential Functions

• Assumes management responsibility of the NPAIHB procurement and contracts process except where a grant or project is assigned to another Contract Manager.
• Works collaboratively with Operations Director and Finance Director to maintain current procurement and contracts policies and procedures. Develops and recommends new and revised policies and procedures.
• Works with Project Directors / Project Managers to ensure proposed contract falls within or is approved in the grant, is in the project budget, and / or assists with writing scope of work (if needed) for the contract.
• Checks vendor or contractor status, ensures proper contract document is used, determines if contract is properly a subaward or professional services agreement, and ensures scope of work is written for a contractor v. employee.
• Serves as the liaison for the procurement / contracts / subawards with divisions, departments, outside agencies and tribes; and negotiates and resolves issues.
• Maintain a comprehensive vendor or contractor list of active and inactive contractors, including American Indian contractors and NW Tribal hotels / properties.
• Prepares invitations to bid / requests for proposal / requests for goods or services, including hotels for events, meetings or conferences.
• Ensures bid documents comply with NPAIHB procurement policies and / or other federal, state or private funder grant or cooperative agreement requirements. Works closely with grants management team.
• With appropriate personnel conducts reviews of bid responses and ensures notification of award to vendor or contractor.
• Drafts contracts and / or reviews vendor / contract agreements and incorporates NPAIHB's contract terms through an addendum.
• Contacts Director of Legal and Government Affairs and / or Executive Director for questions related to contracts or changes requested by vendor or contractor.
• Maintains electronic vendor or contractor contract files with all required documentation (fully executed, W-9, sole source or bid documents and decision).
• Oversees contract activity and performs system and internal control reviews to ensure compliance with federal, and state laws and regulations and NPAIHB policies concerning contract or subaward administration.
• Conducts subaward risk assessments and provides assistance with subaward monitoring (on non-Tribal Opioid Response awards).
• Works with Operations Director to obtain a certificate of insurance, when required.
• Prepares purchase orders related to contracts with all backup in Sage Intacct.
• For goods or services that support org-wide needs, analyze proposals, NPAIHB admin budget, and other data and information to determine reasonable prices.
• Provide backup to other Finance staff as needed.

Other Duties

Standards of Conduct

Qualifications

Education

Minimum education required :

Additional education preferred :

Experience

Minimum experience required :

Additional experience preferred :

Required Knowledge, Skills, and Abilities

Probationary Period

External applicants must agree to serve a minimum six-month probationary period during which time their employment can be terminated at will. For the purpose of evaluating job performance, internal applicants must agree to serve a minimum six-month probationary period when job duties change significantly.

Worksite Location

NPAIHB generally requires employees to work in its main office, located in Portland, OR. Under certain circumstances, however, the NPAIHB may allow employees to work from home, on a case-by-case basis. The Executive Director, the employee's direct supervisor, or the employee may suggest teleworking as a possible work arrangement. NPAIHB considers circumstances such as, but not limited to, whether the employee is organized, has proven their ability to work independently, has completed their probationary period, has a good work record, has no record of abuse of leave, the duties and responsibilities of their position, travel requirements, funding source stipulations, and other considerations.

Telework is not an entitlement, nor a Board-wide benefit. NPAIHB retains discretion to withdraw, alter, modify, cancel, or otherwise terminate an employee's eligibility for telework on a case-by-case basis, in its sole discretion.

Work Conditions

Physical Demands

This position :

Physical Requirements

This position :

Typical Environmental Conditions

The worker is frequently subject to inside environmental conditions, which provide protection from weather conditions, but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions.

Travel Requirements

Local travel and / or overnight travel outside of the area is infrequent.

Disclaimer

The individual must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately without causing a significant safety threat to self or others describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and / or skills required of all personnel so classified.

Except as provided by Title 25, U.S.C. § 450e(b), which allows for Indian preference in hiring, the NPAIHB does not discriminate on the basis of race, color, creed, age, sex, national origin, disability, marital status, sexual orientation, religion, politics, membership or non-membership in an employee organization, marital status, citizenship or immigration status, veteran or military status, genetic information, ancestry or any other characteristic protected by law.

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