The National Center American Indian

Procurement Technical Assistance Center (AIPTAC)

Position Description

 

Job Title: PROCUREMENT SPECIALIST
FSLA STATUS: Exempt

REPORTS TO:
All NCAIED PTAC personnel are accountable to the Program Manager for the proper performance of duties. The Procurement Specialist immediately reports to and coordinates all assigned duties and other personnel requests (leave, etc.) with the PTAC Program Manager.

PRIMARY FUNCTION:
Responsible for the procurement and technical assistance program in their assigned geographic area, with active participation in strategic planning and in meeting the goals & objectives necessary for the NCAIED mission and DLA PTAC program requirements. This role requires knowledge of the legislation, regulations and methods used in federal government contracting, business and industry practices, sources of supply, cost factors, requirements characteristics, as well as legislation and procurement programs specific to American Indians and other Native Americans.

ACCOUNTABILITY:
Working on own initiative with minimum supervision, the Procurement Specialist is responsible and accountable for the achievement of assigned goals and meeting program requirements in the assigned coverage area.

AUTHORITY:
Performance herein shall be in accordance with the DoD Defense Logistics Agency PTAP Terms and Conditions in effect for each Fiscal Year and as amended and/or extended under the terms of any options to renew. Accordingly, each Procurement Specialist shall provide appropriate procurement technical assistance to clients in their assigned geographic coverage area.

 

DUTIES:

  1. Performs initial and follow-up counseling sessions to brief American Indian and other Native American owned businesses about NCAIED’s services, government bidding opportunities, marketing strategies for their product or services, etc. as required by the DLA Cooperative Agreement in effect at the time.

Counseling is defined as a documented event, including, but not limited to, a telephone call, correspondence, e-mail, or personal discussion held with a business firm/client, where professional guidance is provided to advise and assist the business firm/client in marketing its products and/or services to DOD, other federal agencies, and state and local governments. This includes, but is not limited to, providing advice and assistance such as:

  1. Assisting business firms/clients by providing marketing and technical assistance in selling their products and/or services to DOD, other federal agencies, and state and local governments.
  2. Assisting with understanding specifications.
  3. Assisting in the preparation and proper submission of applications, certifications,    registrations, etc. in order to do business with government entities.
  4. Assisting in the preparation of offers.
  5. Providing post award assistance in areas such as production, quality system     requirements, finance, engineering, transportation and packaging.
  6. Providing information to business firms/clients on the DOD Pilot Mentor-Protégé Program, Electronic Commerce (EC), Wide Area Work Flow (WAWF), HUBZone Empowerment Contracting Program, and subcontracting opportunities with contractors holding government prime contracts, and commercial item acquisitions.

 

  1. Follows office guidelines for in-take of new clients.
  2. Seeks guidance from the Program Manager as appropriate on sensitive issues or matters involving NCAIED policy or procedures, interpretations of various procurement regulations, situations proving difficult to resolve, etc.
  3. Keeps a detailed record of all counseling activity and documents all counseling in the client   management system. Keeps hard copy files up to date and ensures original copies are filed in the official files.
  4. Identifies potential opportunities where American Indian and other Native American businesses can market their products and services and monitors the success of each client on a regular basis. Ensures clients submit on a timely basis required surveys and reports of contracts/subcontracts they have received.
  5. Keeps thoroughly informed on the history, needs and capabilities of clients, government agencies, and pertinent prime contractors. Researches and provides information on special procurement programs for American Indians or other Native Americans such as the Department of Defense (DoD) 5% Indian Incentive Program, Small Business Administration (SBA) 8(a) program for tribally owned businesses, Department of Interior (DOI) Buy Indian Act, and DOI, and tribal other Indian preference programs.
  6. Provides information and assists clients with registrations in the System for Award Management (SAM), SBA Dynamic Small Business Search (DSBS), and with other vendor sites. On a routine basis, reviews each assigned client’s profile to assure the NCAIED information coincides with SAM data; and if not, notifies client of any discrepancies. Assists clients in developing a concise description of capabilities for SAM, DSBS and the NCAIED database.
  7. Provides information to clients about certifications for Small Disadvantaged Business (SDB), WOSB, HUBZone, 8(a), and other socio-economic or small business preference programs.
  8. Responsible for keeping up to date on changes to procurement legislation, procedures and regulations including the FAR, DFARS, and other agency supplements.
  9. Coordinates with client regarding adjusting their capabilities description and keywords as necessary. Enters keywords, codes, etc. in client management system and reviews client bid match activity on a routine basis to assure appropriate bid information is being received.
  10. Assists clients in obtaining required specifications, plans, drawings, MIL Specs, etc.       Advises clients on how and where to obtain required information.
  11. Attends and/or participates in conferences, seminars, training workshops, or other outreach efforts in and outside of assigned geographic area. May be required to act as a speaker or moderator or to provide individual or group training on NCAIED services and/or procurement subjects relative to American Indians and other Native Americans.       Prepares report of accomplishments during these events to be submitted along with travel expense reports.
  12. Establishes and maintains liaison with federal civil and DOD agency Headquarters Offices of Small and Disadvantaged Business Utilization (OSDBU) Directors, Small Business Specialists, prime contractor Small Business Liaison Officers (SBLOs), SBA Procurement Center Representatives (PCRs), SBA Commercial Marketing Representatives (CMRs), DOD Small Business Councils, State Commissions or Committees on Native American Affairs, any Native American Chambers of Commerce, and other small business representatives in the assigned geographic area. Makes an effort to keep in contact with such representatives on a monthly basis in person, by email or by telephone. All discussions, activities, etc. will be documented in the client management system.
  13. Follows NCAIED training plan for continued personal development in the procurement field.
  14. Prepares special reports at the request of the Program Manager in connection with DLA reporting requirements. Responsible for timely filing of travel reports and requests for expense reimbursements. Becomes thoroughly familiar with appropriate GSA Travel Regulations and NCAIED travel instructions.
  15. Becomes familiar with and follows the NCAIED Office Manual and procedures for official and personal conduct of business and ethical requirements.
  16. Other duties may be assigned.

 

KNOWLEDGE AND ABILITIES:

Position requires:

  • Excellent computer skills in Word, Excel, and Power Point; knowledge of Access a plus
  • Knowledge of federal government procurement regulations, policies and procedures
  • Knowledge of federal, state & other local government buying agencies/departments
  • Strong oral and written communication skills
  • Interpersonal skills using tact, patience, and diplomacy
  • Sound judgment
  • Time management and strong organizational skills

Ability to:

  • Work independently at a remote office location within guidelines set by NCAIED policy and supervisory controls
  • Work in a timely and cost effective manner
  • Respond appropriately to pressures, deadlines and frequent changes in priorities and schedules
  • Travel throughout the assigned geographic coverage area and beyond by plane, motor vehicle, or other modes of transportation

Education and Experience:

  • Any combination equivalent to a bachelor’s degree in business administration or related field or a minimum of three years experience in one or a combination of related fields such as contracting/purchasing, project management, business development.
  • Prior experience working with the Native American community is preferred but not mandatory

Licenses and Other Requirements:

  • Hold a valid driver’s license

 Working Conditions/Environment:

  • Office environment, conferences or other events
  • Driving a vehicle to conduct work
  • Travel may be up to 25% of applicant’s time
  • 40 hour work week
  • Office location in Albuquerque, NM

Qualified candidates should submit a cover letter, and a current resume to human_resources@ncaied.org

DEADLINE: 02/28/2018