Asset Management & Procurement Officer

SUMMARY The Procurement and Asset Management Officer provides organization-wide leadership for procurement, purchasing systems, vendor and contract management, inventory control, and fixed-asset administration. The position establishes and maintains procurement policies, approval workflows, vendor standards, reporting requirements, and system controls designed to promote cost efficiency, accountability, compliance, and operational reliability.

The position has primary responsibility for administering and continuously improving the organization’s procurement and purchase-order systems and works closely with executive leadership, Finance, Accounts Payable, Information Technology, Facilities, and department heads.

The Officer exercises organization-wide functional authority over procurement and asset-management processes within delegated limits established by the Executive Director and the organization’s Procurement Policy. The position supports compliance with the Board-approved budget but does not independently approve organizational budgets, transfer funds, authorize unbudgeted expenditures, or execute contracts unless specifically delegated by the Executive Director. Department heads remain responsible for departmental operations and budgets, subject to executive oversight.

This authority is exercised under the direction and oversight of the COO and does not supersede the authority of the Executive Director, CFO, executive team, or Board of Directors ESSENTIAL DUTIES & RESPONSIBILITIES Procurement and Strategic Sourcing Lead and administer centralized procurement across all departments.

Develop, recommend, and enforce purchasing policies within delegated authority.

Review purchasing requests for compliance with policy, budget, specifications, and documentation requirements.

Manage sourcing, bidding, vendor selection, contract negotiations, renewals, and supplier performance within delegated authority.

Identify cost savings, cost avoidance, volume discounts, standardization opportunities, and purchasing efficiencies.

Monitor spending by department, category, vendor, contract, and budget.

Address noncompliant, emergency, duplicate, unauthorized, and off-contract purchases.

Procurement Systems and Process Improvement Administer and continuously improve the organization’s procurement and purchase-order systems, including workflow design, user access, system configuration, data integrity, reporting, documentation, training, procure-to-pay procedures, and coordination with Finance, Accounts Payable, Information Technology, and department users.

Establish performance measures and continuously improve procurement processes and service delivery.

Establish inventory standards, item classifications, reorder points, safety-stock levels, cycle counts, and stockroom procedures.

Maintain accurate inventory records and investigate variances, shortages, excess stock, obsolete materials, and receiving discrepancies.

Implement barcode or QR-code tracking where appropriate.

Optimize purchasing schedules, order consolidation, product standardization, and inventory levels.

Fixed-Asset Management Maintain accurate records of assets from acquisition through assignment, transfer, maintenance, retirement, and disposal.

Track equipment, technology, facilities assets, furnishings, and other organizational properties,Maintain information regarding asset location, custodian, condition, serial number, warranty, service history, and replacement needs.

Coordinate asset inventories, reconciliations, transfers, secure disposal, and retirement with Finance, Information Technology, Facilities, and other departments.

Support lifecycle planning, warranty management, preventive maintenance, and capital-replacement forecasting.

Executive…