What are the responsibilities and job description for the Procurement Manager position at Portsmouth Redevelopment & Housing Authority?
We Are Portsmouth Redevelopment and Housing Authority
Since 1938, the Portsmouth Redevelopment and Housing Authority (PRHA) has worked to strengthen the City of Portsmouth by expanding housing options and opportunities, revitalizing neighborhoods, and improving the quality of life for our residents.
Today, our dedicated team continues this mission by providing exceptional service to residents, vendors, development partners, and community stakeholders. Through responsible asset management, strategic resource development, and innovative partnerships, PRHA strives to create safe, sustainable housing and vibrant communities throughout Portsmouth, Virginia.
We are seeking talented and motivated professionals who are committed to public service and community development.
PRHA is currently accepting applications and resumes for the following position:
Starting Compensation:
Commensurate with experience.
Job Summary:
Under the direction of the Executive Director, the Procurement Manager is responsible for the proper execution of purchasing of supplies, materials, equipment, or services. Work involves receiving requisitions, consulting with vendors, preparing bid specifications, and awarding bids for the Authority, and ensuring compliance with policies and procedures set forth by the U.S. Department of Housing and Urban Development (HUD) Commonwealth of Virginia and the Authority.
Supervisory Responsibilities:
None
Essential Duties / Responsibilities:
- Plan, coordinate, and manage all procurement and contracting activities in accordance with PRHA policies and applicable federal, state, and local regulations, including HUD procurement requirements under 2 CFR Part 200 and 24 CFR Part 200.
- Prepare and manage procurement solicitations including Requests for Proposals (RFPs), Invitations for Bids (IFBs), Requests for Qualifications (RFQs), and informal quotes to obtain goods, services, equipment, and construction.
- Evaluate bids and proposals, perform cost and price analyses, and recommend contract awards based on best value, responsiveness, and organizational needs.
- Draft, review, and administer contracts, scopes of work, and specifications to ensure accuracy, compliance, and proper execution of procurement agreements.
- Monitor vendor and contractor performance to ensure compliance with contract terms and resolve issues or disputes as needed.
- Verify funding sources and ensure procurement actions are consistent with applicable grant, program, and funding requirements.
- Maintain procurement records, contract files, and related documentation to ensure accuracy, transparency, and compliance with audit and monitoring requirements.
- Prepare reports, maintain procurement and contract databases, and track contract terms, deadlines, and approvals.
- Coordinate with departments, vendors, and external stakeholders to ensure timely procurement of goods and services necessary for Authority operations.
- Provide guidance and training to staff on procurement policies, procedures, and regulatory compliance.
- Develop and maintain vendor relationships and promote participation from minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE).
- Support and respond to HUD monitoring reviews, audits, and other external compliance reviews related to procurement activities.
- Possession of a valid state-issued driver’s license with an acceptable driving record, or the ability to obtain one upon hire and maintain it throughout employment.
- Perform other related duties as assigned to support PRHA operations and strategic initiatives.
Required Skills / Abilities:
- Knowledge of public housing authority procurement processes and applicable federal, state, and local procurement regulations.
- Knowledge of purchasing principles, specification development, materials management practices, and competitive solicitation procedures.
- Knowledge of recordkeeping, reporting practices, and procurement documentation requirements.
- Proficiency in the use of computers, office equipment, and standard business software.
- Ability to prepare clear written documents and communicate effectively both orally and in writing.
- Ability to manage multiple procurement activities simultaneously and follow projects through to completion while keeping relevant parties informed.
- Ability to analyze procurement needs and apply sound purchasing techniques and judgment.
- Ability to communicate effectively with staff, vendors, contractors, and the public through telephone, electronic, and written communication.
Education and Experience:
- Bachelor’s degree from an accredited college or university in Public Administration, Accounting, Business Administration, Finance, Management Information Systems, Planning, or a related field, and five (5) years of specialized experience in procurement and contracting, preferably with a housing authority or governmental agency, including four (4) years of progressively responsible supervisory or management experience.
- Experience with federal procurement regulations, state procurement laws, and industry standards is required. Equivalent combinations of education and relevant experience may be considered in lieu of the stated requirements.
- Professional procurement certifications such as Certified Public Procurement Officer (CPPO), Certified Professional Public Buyer (CPPB), Certified Purchasing Manager (CPM), or Certified Associate in Contract Management (CACM) are preferred. Membership in professional organizations such as the National Institute of Governmental Purchasing (NIGP) or the Virginia Contracting Officers (VCO) is desirable.
OR: Five (5) years equivalent combination of education, training and experience.
Physical Requirements:
Work is primarily sedentary and performed in a standard office environment; however, the position may involve occasional physical activity such as kneeling, crouching, bending, or reaching to retrieve files and records. The work environment involves normal risks and discomforts typically associated with an office setting.
The position requires the ability to sit, stand, bend, and stretch for extended periods of time. The employee may occasionally be required to lift, carry, or push items weighing up to 10 pounds.
Frequent repetitive hand movements such as typing, writing, and operating office equipment are required.