Working under the general direction of the Purchasing Supervisor, the Purchasing Coordinator is responsible for the day-to-day management and administration of strategic vendor agreements, and the monitoring of capital assets and reporting actions that assure field office compliance with purchasing and inventory management requirements. Provides surge support for the processing of domestic and international invoices and the procurements of goods and services through the Accounting and Reporting at Columbia system (ARC).
This position is grant funded.
Major Accountabilities:
• Maintains systems that assure compliance with capital asset management requirements, tracks capital assets from PO issuance to delivery through periodic review of inventory logs, and coordinates the asset disposition process in collaboration with field staff and Columbia University Capital Asset Accounting
• Monitors the submission of VAT reports and excluded party screening certifications
• Serves as partner with functional teams in the design of SOWs for strategic service agreement, facilitates the agreement execution process and focuses on the management and administration of the these agreements following execution; manages bid review and vendor selection process
• Reviews expenditure reports and invoices submitted by service providers and interfaces with CU Departments: MSPH Finance, Purchasing and Accounts Payable, to execute service agreements and amendments, issue payments and reconcile and account for the cash advances to the appropriate account numbers in ARC
• Verifies open commitment for service agreements, processes payment against commitments and maintains expenditure tracking and expense reconciliation workbooks for strategic service agreements
• Oversees, collects and maintains complete documentation of strategic vendors: monthly expenditure report, cash advance request, expenses supporting documentation
• Coordinates the closeout of strategic service agreements to help Implementation and Finance teams complete the closeout of prime awards
• On an as needed basis, assists with the procurement of domestic and international minor and major equipment, including evaluating bids and written justification of selection and ensures that supporting documentation complies with CU, ICAP and donor procurement rules and regulations
• Ensures that expenditures are allocated to the correct account numbers and budget categories. Reviews transactions for proper approvals, supporting documentation and compliance with USG rules and regulations, CU Policies and Procedures and ICAP SOPs
• Scans and uploads supporting documentation for all transactions into the Electronic Data Management (EDM) system while retaining original documents in the departmental files
• Advises ICAP staff on policies and procedures related to the procurement of goods and services, and the requirements for hiring service providers/consultants, including the insurance requirements, vendor profile set-ups and vendor validation
• Assists with the preparations of sole-source justifications, independent contract verifications, vendor questionnaires, and banking details
• Provides ad hoc financial reporting and analysis for related accounts; prepares exception reports for Senior Leadership review and follows through on resolution of reportable items; recommends enhancements, participates in the improvement of financial processes
• Performs other related duties as assigned and participates in special projects as assigned
Education:
• Requires a Bachelor’s degree, or equivalent in training and experience; plus three (3) years of directly related experience.
Experience, Skills & Minimum Required Qualifications
• At least 3 years of contract, project and financial management experience
• Demonstrated experience exercising sound business judgment to wisely prioritize and successfully perform multiple and complex tasks
• Strong analytical skills to successfully perform financial reviews and other forms of quantitative analyses
• Strong interpersonal skills in order to deal effectively with varied internal clients, management groups and vendors
• Proficient with Microsoft Office Suite (e.g., Excel, Word, Outlook)
Experience, Skills & Preferred Qualifications
• Bachelor’s Degree in Accounting, Finance or Economics strongly preferred
• Knowledge of USG procurement rules and regulations
• Demonstrated experience working in a fast paced environment, coupled with experience with international protocols, non-profit organizations or academic institutions is highly desirable
• Knowledge of Columbia University systems ARC, ERP
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