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Lead Associate, Procurement Systems

Job Details



All Save the Children employees are required to be fully vaccinated against Covid-19 unless otherwise required by law. All new employees hired to Save the Children will be required to submit proof of vaccination as part of their onboarding process. Failure to provide proof of vaccination may result in disciplinary action, up to and including termination of employment. Save the Children complies with federal, state and local laws with regard to accommodations related to this policy.


The Lead Associate, Procurement Systems supports US Programs (USP) by supporting an effective procurement strategy that includes effective vendor management, procedures, policies, systems, customer service and training which will empower staff to purchase quality goods and services efficiently. This position will focus specifically on the effective use, maintenance, and management of USP’s Procure to Pay System from a tech perspective, acting as the team expert and facilitating communications between our system support and our vendors to ensure smooth operation. They will also help inform and guide any potential transition from a procure-to-pay solution to a source-to-pay solution for USP.

This position will work with the Director, Procurement and is responsible for supporting vendor management; contract negotiations; review of contracts, including Letters of Intent (LOI), Memoranda of Understanding (MOU), Requests for Proposals (RFP), Requests for Quotations (RFQ), bid matrices, Procure-to-Pay system processes and purchasing strategy. It is critical for this position to understand the procurement process from sourcing to payment, including the touchpoints of the procure-to-pay system, and to provide excellent customer service to all stakeholders.

What You’ll Be Doing (Essential Duties)

Save the Children Procure-to- Pay System Management (40%)

  • Act as system support focal point for the USP Procurement Team, providing a technical lens.
  • Facilitate conversations between system support and vendors to resolve technical issues and implement changes.
  • Serve on the Procure-to-Pay System committee.
  • Participate in system testing, monitoring, onboarding vendors and the batch upload payment processes.
  • Assist in the development and presentation of Procure to Pay System training materials.
  • Monitor punchout vendors’ catalogs ensuring that all items are captured at negotiated discounted rates.
  • Maintain hosted vendors’ catalogs ensuring that all items are uploaded in the Procure-to-Pay System.
  • Monitor status of off catalog requests and goods receipt.
  • Support purchasers with procurement and system issues.

Procurement & Vendor Support (40%)

  • Create Contracts, LOI’s, RFQ’s, RFP’s and bid matrices in alignment with SCUS procurement policy to support the procurement process.
  • Conduct vendor negotiations for new contracts and renewals of existing contracts.
  • Conduct supplier analysis to inform a procurement strategy for negotiating price reductions and identifying new suppliers.
  • Provide training, guidance and technical assistance on SCUS procurement policy and procurement process.
  • Liaise with SCUS Accounts Payable staff regarding invoice and vendor processes to ensure timely and accurate payment.

Contract Repository (15%)

  • Verify accuracy/completeness of contract documentation and input consultant agreements, National contracts, MOU’s, leases, and Master Service Agreements (MSA) into contract repository system on ServiceNow.
  • Maintain contract repository by updating out of date or non-complete information.
  • Provide reports of contracts that are ending and require renewal or new contracts.
  • Monitor Agresso expenditure reports to identify contracts that need to be loaded in the contract repository system and proactively reach out to program staff for copies of contracts missing from the contract repository.

 Projects as Assigned (5%)

  • Participate in procurement-related projects, pilots, innovations and other initiatives as arise.

Required Qualifications

  • Minimum of a High School Diploma or equivalent, plus at least 3 years of relevant experience
  • Familiarity with procure-to-pay procurement systems and/or financial systems.
  • Professional proficiency in MS Office suite
  • Professional proficiency in spoken and written English
  • Demonstrated ability to communicate and collaborate effectively with individuals and teams at all levels, both internally and externally
  • Demonstrated commitment to fostering and maintaining and environment of diversity, inclusion, and belonging.

Preferred Qualifications

  • Background in procurement system maintenance and management.
  • Experience with CXML invoicing and JSON.
  • Familiarity with Source-to-Pay systems.
  • Procurement experience including issuing RFPs and negotiating contracts
  • A customer service background, with experience delivering both timely, friendly one-on-one ad hoc support to stakeholders and facilitation of wider-audience trainings.