Infrastructure Portfolio Manager - SPSA Option 1

at Illinois Department of Innovation & Technology in Chicago, Illinois, United States

Job Description

25%   Serves as the Infrastructure Portfolio Manager for the Department of Innovation & Technology (DoIT) Vendor Management Office (VMO):

• Manages and administers policy and procedure for the general operation of Department procurements for the Infrastructure Portfolio.
• In coordination with VMO managers, performs administrative functions for Department procurements and contracts typically extending over several years.
• Manages and Implements office operations, and reviews to ensure compliance with policy and procedure. 
• Evaluates, investigates, and resolves contract compliance issues.
• Works with internal and external stakeholders and other VMO managers to develop, define, and continuously monitor and improve the entire request to pay process for all Department procurements through electronic procurement systems, contract lifecycle management systems, and various other tracking systems.   
• Reviews and studies procurement challenges and risks and makes recommendations to the Information Technology Strategic Sourcing Manager on strategies regarding complex portfolio matters.
• Consults and coordinates with supervisor, agency specialists in DoIT Legal, other managers, and staff of other procurement stakeholders, to obtain and develop sound conclusions to problems.   
• In collaboration with other managers, coordinates contract compliance to ensure compliance issues are being appropriately evaluated, investigated, and resolved. 
• Monitors portfolio compliance activities to remain abreast of status of all compliance activities and trends. 
• Utilizes competitive procurement principles such as Invitation for Bids (IFB), Request for Quotes (RFQ), Request for Information (RFI), Request for Proposals (RFP) in the planning, developing, negotiating, and implementing strategic sourcing contracts.
• Reports on a regular basis to the supervisor of compliance operation and progress of compliance efforts.
• Prepares, reviews, and submits required reports, including but not limited to, legislative reports, Chief Procurement Office-General Services (CPO-GS) reports, internal reports, and any reporting structures required by the IT Strategic Sourcing Procurement Manager, Agency Procurement Officer (APO) or DoIT leadership
   

20%    In collaboration with the IT Strategic Sourcing Procurement Manager, plans and develops aspects of portfolio and category creation, strategic sourcing, providing leadership and support to VMO procurement staff for implementation of all sourcing initiatives to deliver productivity while at the same time enhancing customer service for end users and client agencies:

• Develops long range sourcing plans for the assigned portfolio.
• Provides daily approval of procurement actions, and oversight of procurement staff to ensure compliance with the Procurement Code and other purchasing policies and procedures. 
• Develops and maintains current and cutting-edge sourcing expertise.  
• In coordination with other managers, develops strategic sourcing and contract development which includes developing, bidding, and implementing contracts.
• Develops and maintains strategic vendor, supplier, and commodity relationships. 
• Develops, manages, and maintains cross-functioning procurement organizational entities.
• Maintains current understanding of agency’s needs and requirements, including bidding, negotiating, documenting, and closing all sourcing/supplier deals.  
• Analyzes industry trends and evolving technology to proactively identify supply base issues to minimize risk, protect the continuity of supply and capitalize on emerging opportunities.
• Trains procurement staff on and implements portfolio/category and strategic sourcing best practices from internal and external sources.
   

15%    Administers Department procurements, through subordinate staff: 

• Oversees management of procurement of goods and services for DoIT and client agencies.
• Oversees initial development of all types of procurements, specifications and helps to define solicitation and contract specifications.
• Develops cost-reduction strategies for portfolios and categories of goods and services procured by VMO and other agencies. 
• Clarifies specifications of goods and services and timeframes of contracts with vendors, in order to most efficiently and effectively meet the user agencies requirements.
• Develops and processes competitive solicitations and non-competitive solicitations on an as-needed basis. 

10% Develops plans to strengthen cost containment and align resources to better leverage spending:

• Analyzes spending trends/history in comparison to client provided forecasts to identify opportunities for influential and pro-active negotiations. 
• Identifies improvements in the State's processes and practices that would make the State a better business partner and result in savings to suppliers and contractors and obtain a greater savings to the State of Illinois while recognizing potential contract cost overruns, and the need for future funding requirements.
• Maintains ongoing records of cost reduction targets and the portfolio's progress towards goals.