Supervisor, Vendor Managed Inventory

Job ID:

240656

Location:

MD - Metro Supply Facility

Full/Part Time:

Full-Time

Posting Open-Close

11/12/2024

-

12/12/2024

Union

NRP

Regular/Temporary:

Regular

Job Description

Minimum Qualifications

Education

• Graduation from an accredited college/university with a Bachelor’s Degree in Business or Public Administration, Supply Chain Management, Engineering, Business or Financial management or related field.

• In lieu of Bachelor’s Degree, a high school diploma/GED and four (4) years of experience in vendor management, consigned inventory management, Supply Chain Management, risk management, equipment, contact development and/or management, acquisition planning and contract compliance will be considered.

Experience

• Minimum four (4) years of experience in vendor management, consigned inventory management, risk management, contract development and/or management, acquisition planning and contract compliance, and supervising preferably in a transit system or related public organization.

Certification/Licensure

• Washington Metropolitan Area Transit Authority (WMATA) Contracting Officer’s Technical Representative (COTR) Certificate within 60 days of employment.

Preferred

• Vendor Management and consignment management experience providing oversight for critical vendor of inventory operations preferably in a Transit industry and/or public agency.

Medical Group

Satisfactorily complete the medical examination for this position, if required. The incumbent must be able to perform the essential functions of this position either with or without reasonable accommodations.

Mission Essential Designation

In accordance with the Washington Metropolitan Area Transit Authority’s Continuity of Operations Plan (COOP) this job has been identified as critical to mission essential functions. Incumbents in this role may be required to report to or continue to work in the event of authorized office closings or service suspensions due to severe weather, natural disaster, fire, operational emergencies or related events.

Job Summary

The Supervisor, Vendor Managed Inventory (VMI) Program manages and coordinates efforts in developing, promoting, and facilitating all aspects of the enterprise-wide Vendor Oversight program. The VMI Supervisor manages the program, including but not limited to: ongoing communication with vendors, compliance with contractual and regulatory requirements, resolving operational issues, implementing new products/services with vendors and implementing new vendors in cooperation with the business owners. The objectives of this role are achieved by leveraging organization knowledge, documenting and implementing effective vendor oversight processes, operationalizing effective vendor governance structures and effective communication for decision-making.

Essential Functions

Relationship Management

• Implements policies, procedures, and trains Operations services departmental staff and office managers on their responsibilities relative to the VMI Program.

• Assists in developing enterprise-wide vendor management methods, governance standards, processes and metrics for monitoring vendor performance against defined Service Level Agreement (SLA).

• Produces reports and provides periodic updates on the overall status of the relationship and performance against agreed service levels to management and other stakeholders.

• Participates in contract negotiations for new services, new products, renewals etc.; and coordinates support from Legal, Budget and Procurement.

• Ensures vendors are managed and held accountable at all time; and acts as a first point of escalation for operational issues.

• Facilitates team management meetings of managers to obtain feedback on the Vendor Oversight Program, vendor risks, and performance monitoring activities.

Oversight and Performance Management

• Participates in and occasionally leads the negotiation and implementation of detailed service level agreements (SLAs), and monitors ongoing adherence to the terms of such agreements. Coordinates periodic reviews of the SLAs and updates as required.

• Coordinates, and may lead regular on-site due diligence, including observation, validation and re-performance of contracted functions following a risked-based approach. Performs periodic audits of contracted services.

• Produces vendor performance reports on contract status, cost effectiveness of contract, and manages the end-to-end contracting activities to support operation’s needs.

• Investigates and resolves or refers as appropriate disputes/complaints/claims in accordance with contractual requirements.

• Maintains all confidential records required to report cost data and reconciling orders with the Office of Accounting, Office of Procurement, individual vendors, the federal government and all three jurisdictions.

• Monitors and serves as the Contracting Officer's Technical Representative (COTR) on various materials and service contracts ensuring Socio-Economic compliance on contract agreements in accordance with Authorities Small Business Program policies.

• Maintains communication on the performance of the vendor with all stakeholders in accordance with organizational protocols and standards.

• Tracks and maintains performance periods on all contractual actions to ensure a continuity of service and supplies.

• Periodically monitors vendor on-time delivery and fulfillment performance, inventory accuracy and efficiency. Escalates remediation concerns and delays to VMI Senior Manager and SCCM Director.

Capability Assessment

• Coordinates, and may lead the RFP process for selection of vendors for new and/or existing services when required by company policy or general business practice.

• Facilitates participation from multiple internal stakeholders including Legal, Compliance, Risk, Operations Services Departments, Supply Chain Planning and Analytics, Budget, and Office of Procurement & Materials.

• Reports on assessment and RFP results in an efficient and effective format for management consumption.

Transitions

• Manages VMI transition program with the objective of transitioning new or additional scope of equipment/services to a new or existing relationship.

• Establishes and maintains effective working relationships with key stakeholders within WMATA Operations and Internal Business Services; and responds appropriately to the needs of Operations Services Departments and other internal customers.

• Produces and communicates transition milestone and issue/risk status to key stakeholders.

• Serves as vendor management oversight champion by communicating the benefits and value of VMI Program in various forums.

• Ensures financial obligations to vendors are met in accordance with contractual agreements. This includes:

• Executes and reports prompt payment procedures for contractor payment requests.

• Gathers, processes and maintains required documentation to support the payments in compliance with WMATA payment policies and procedures.

• Performs timely and accurate invoicing and payment processing in collaboration with accounting and budget offices.

The essential duties listed are not intended to limit specific duties and responsibilities of any particular position. Nor is it intended to limit in any way the right of managers and supervisors to assign, direct and control the work of employees under their supervision.

Evaluation Criteria

Consideration will be given to applicants whose resumes demonstrate the required education and experience. Applicants should include all relevant education and work experience.

Evaluation criteria may include one or more of the following:

• Personal Interview

• Skills Assessments

• Verification of education and experience

• Criminal Background Check

• Credit history report for positions with fiduciary responsibilities

• Successful completion of a medical examination including a drug and alcohol screening

• Review of a current Motor Vehicle Report

Closing

Washington Metropolitan Area Transit Authority, a Federal contractor, is an Equal Opportunity / Affirmative Action employer. All qualified applicants receive consideration for employment without regard to race, color, creed, religion, national origin, sex, gender, gender identity, age, sexual orientation, genetic information, physical or mental disability, or status as a protected veteran, or any other status protected by applicable federal law, except where a bona fide occupational qualification exists. Our hiring process is designed to be accessible and free from discrimination.

This posting is an announcement of a vacant position under recruitment. It is not intended to replace the official job description. Job Descriptions are available upon confirmation of an interview.