Assistant Director of Procurement & Contract Administration

assistant director of procurement & contract administration

salary: $100,517 - $116,361

location: nashville, tn

mdha serves nashville and davidson county. The mission of mdha is to create quality affordable housing opportunities, support neighborhoods, strengthen communities, and help build a greater nashville.

mdha employs over 300 staff members, has a budget of $215 million, and houses approximately 30,000 people, primarily through nearly 8,000 section 8 vouchers and over 6,800 apartments, which are mainly project-based rental assistance (pbra) units, at 39 properties. Mdha is a housing authority, a community development agency, and a redevelopment agency.

this role performs complex procurement functions in compliance with federal, state, and local law and the agency’s procurement policies and procedures. It is responsible for leading, developing, and implementing the procurement process and contract administration and ensuring compliance, including overseeing document management, solicitation processes, contract initiation, and monitoring. Organizes, executes, and monitors bidding procedures for assigned goods and service contracts. Evaluates bids, proposals, and contract documents.

Evaluate and identify qualified vendors. Administers assigned purchasing and contract procedures, leads purchasing staff, and delivers technical support on contract matters. Assists administrative staff, project managers, and technical representatives on contract matters. Acts to maintain effective vendor relations. Leads special projects as assigned.

• in collaboration with the chief financial officer, participate in developing and executing procurement strategies, initiatives, policies, and procedures.
• manage the procurement process, including identifying needs, conducting market research, and developing specifications.
• oversee the solicitation process, including issuing request for proposal (rfp), invitation for bid (ifb), and request for qualifications (rfq). Administer review and processing procedures for purchasing and contract activity. Receive, review, edit, and approve rfp/ifb/rfq packages from purchasing staff.
• in collaboration with the communications department, compose rfp/ifb/rfq advertisements and submit them to the media.
• establish bid/proposal schedule; conduct pre-bid/proposal conferences with bidders/offerors and departments. Oversee bid opening to ensure compliance with policy and law.
• establishes and oversees proposal evaluation teams. In conjunction with the evaluation team, determine the successful bids/offers, report results of bid opening/proposal evaluation to appropriate staff, notify bidders/offerors, prepare award contracts, and maintain records on solicitation and awards.
• review and negotiate purchase orders and contracts.
• maintain accurate records of procurement activities.
• prepare reports and presentations on procurement activities.
• stay abreast of industry trends and procurement and contract management best practices.

• manage the lifecycle of contracts, from initiation to closure.
• ensure compliance with contract terms and conditions.
• monitor contract performance and identify potential issues
• manage contract amendments and renewals.
• maintain contract management systems and databases.

• acts to maintain effective vendor relations and to assure that vendors perform per the provisions of executed contracts and purchase orders; as appropriate, may serve as liaison between contractor and organization.
• acts to resolve contract disputes, confers with vendor and mdha staff; identifies the source of dispute; acts to resolve conflicts; and takes corrective action as needed.

• supervise and mentor procurement…