Overview
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 <5% of the time.
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
Performs other duties as assigned by the Director of Operations and/or Executive Director or designee
Standards of Conduct
Act in service to the Tribes and Tribal communities we serve
Uphold the Mission, Values, and Vision of the NPAIHB
Maintain the highest level of confidentiality with all NPAIHB information and documentation
Consistently exhibit professional behavior and a high degree of personal and professional integrity and impartiality appropriate to the responsible and confidential nature of the position
Exercise good judgment and initiative in performance of duties and responsibilities
Demonstrate high emotional intelligence in the performance of all duties and responsibilities
Orientation toward learning, innovation, service, and the building of second-line leadership
Commitment to building an organizational culture which centers NPAIHB’s service to Tribes, promotes professional excellence, and builds an environment where employees grow and thrive
Commitment to build an inclusive workplace across a range of identities and experiences, including (but not limited to) geography, age, gender identity, gender expression, sexual orientation, ethnicity, class, language, disability, religion, spiritual practices, and immigration status
Sees diversity as a strength, and equity as a baseline
Work in a cooperative manner with all levels of management and with all NPAIHB staff
Effectively plan, organize workload, and schedule time to meet workload demands
Use reasonable judgment to consistently display professional work attire during normal business hours, and/or dress appropriately for the workday, space, or event in lieu of a formal dress code
Be present, available, and responsive for meetings and calls during regular working hours
Commit to sharing knowledge and building expertise by participating in all virtual spaces in our workplace with cameras on
Show consideration by communicating effectively and building collective understanding
Recognize that relationships are the cornerstone of NPAIHB’s work by treating all NPAIHB delegates/alternates, partners, staff, and American Indian/Alaska Native people with dignity and respect
Participate willingly in NPAIHB activities
Qualifications
Education
Minimum education required:
Bachelor’s degree in Business Administration, Project Management or related field OR a combination of education and experience that provides the required knowledge, skills, and abilities to perform the essential functions of the NPAIHB reserves the right to determine the equivalences of education and experience.
Considerable knowledge of non-profit purchasing and contracting principles and practices, and techniques.
Considerable knowledge of laws pertaining to procurement and
Must present a valid Oregon driver’s license and must maintain a driving record that demonstrates adherence to safety and traffic laws and regulations
Additional education preferred:
Current Certified Procurement Professional (CPP) certification (or an equivalent)
• Current Certified Project Management certification
Experience
Minimum experience required:
Three (3) years of experience with procurement management or ERP systems is preferred
Three (3) years of experience managing procurement and drafting, reviewing, or preparing contracts OR Any satisfactory, equivalent combination of related experience and training that provides the required knowledge, skills, and abilities listed below.
Two years experience (2) with an Enterprise Resource Planning (ERP) system
Additional experience preferred:
Direct experience working with Northwest Tribes
Experience with federal funding subawards and subrecipient monitoring.
Required Knowledge, Skills, and Abilities
Demonstrated knowledge, discretion, tact, judgment, and overall ability in working effectively with federal, Tribal, and other professionals, and facilitating participation and partnership in the activities of the Administrative Division.
Demonstrated knowledge of the Indian Self-Determination and Education Assistance Act, Indian Health Care Improvement Act, and other relevant laws related to funding to Tribal Nations.
Proficiency with computer applications (specifically Word, Excel, PowerPoint, and other Microsoft Office Suite programs)
Strong technical writing skills, including good spelling and grammatical skills, and the ability to produce polished writing under a deadline
Excellent research and analysis skills
Excellent interpersonal skills
Must be sensitive to cross-cultural differences, and able to work effectively within their context
Ability to work with minimal supervision, exercise initiative, and make independent decisions and recommendations
Ability to make professional oral presentations in settings at the national, regional, and community levels, as well as in Tribal settings
Ability to complete tasks in a timely and accurate manner
Ability to travel infrequently/occasionally/frequently (approximately 5% of the time)
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:
Frequently involves sedentary work (exerting up to 10 pounds of force and/or a negligible amount of force to lift, carry, push, pull or otherwise move objects, including the human body)
Physical Requirements
This position:
Consistently requires the ability to receive detailed information through oral communication and expressing or exchanging ideas or important instructions accurately, loudly, or quickly
Constantly requires working with fingers, rather than the whole hand or arm
Constantly requires repetitive movement of the wrists, hands, and/or fingers
Often requires walking or moving about to accomplish tasks
Occasionally requires standing and/or sitting for sustained periods of time
Occasionally requires ascending or descending stairs or ramps using feet and legs and/or hands and arms
Occasionally requires raising objects from a lower to a higher position, or moving objects horizontally
Occasionally requires stooping, which entails the use of the lower extremities and back muscles
Infrequently requires crouching
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.
For more information, or to apply now, you must go to the website below. Please DO NOT email your resume to us as we only accept applications through our website.