The U.S. Pharmacopeial Convention (USP) (Associate) Procurement Specialist in Rockville, Maryland
Summary of the Position
The Associate Procurement Specialist/Procurement Specialist (PS) positions are hands-on, non-supervisory positions that are responsible for the procurement of laboratory chemicals/samples to support monograph modernization activities, bulk chemicals that become USP Reference Standards, and other standard setting programs (eg Pharmaceutical Analytical Impurities (PAI). These materials are obtained through either donation or purchase from pharmaceutical, excipient, food, dietary supplement, chemical manufacturers, catalogs, or third party custom manufacturers. The incumbent documents activities and relevant information in the appropriate USP databases, interacts with suppliers to obtain supporting data and documentation for procured materials, and shepherds receipt of materials to the USP. The PS regularly interacts with internal and external stakeholders.
Roles and Responsibilities
• Responsible for on-time procurement of bulk USP Reference Standard candidate materials, modernization samples and/or other reference standards that meet quality and cost criteria; plans procurement activity, and communicates projected RS needs to internal and external customers. Responsible for tactical and strategic development of suppliers/resources to ensure that organizational goals are met. The incumbent’s activities may be split or fully allocated to bulk procurement and/or other standard program activities.
• Requests Reference Standard material and/or modernization samples and appropriate technical documentation from identified suppliers (verbal and written); readily responds to RSS, ADL, liaison, and supplier issues and questions; regularly provides relevant status updates and reports concerning procurement activity to appropriate stakeholders; finds alternate suppliers as appropriate to assure timely material delivery.
• Interacts with PAI partners to place orders, obtain documentation and act as a liaison between USP and the partners in answering technical questions and related matters. Provides clear and timely feedback to stakeholders.
• Represents department at internal multi-department, and Program Unit Team (PUT) meetings; attends and participates in other meetings as needed and provides updates on material acquisition activities. Interacts with other USP departments to devise plans for overcoming technical, purchasing, pricing, database, and receiving challenges.
• Thoroughly and accurately documents procurement activity, maintains/updates reference standards and modernization sample procurement files and databases on a real time basis. This includes creating and maintaining Oracle purchase orders and quality plans; tracking procurement metrics; writing Bulk Procurement Specifications (BPS); working with Monograph Managers/Liaisons in obtaining pertinent information (such as patent issues and chemicals names) in preparation of acquisition of reference standards related to specific monographs; working with IT department to design Oracle, Global Sample Acquisition (GSA), and other database reporting tools to ease procurement activities and data tracking process. Also acts as a liaison between RSE, LGL, Monograph Scientists, and the appropriate industry stakeholders as needed and participates in internal and external audits.
• Uses GSA database to track modernization sample procurement efforts from inception to completion. Provides updates to stakeholders at team meetings and other appropriate communication. Reports procurement issues and overcomes obstacles by devising creative solutions to problems. Works with international USP sites as needed to obtain modernization samples for the Up-to-Date Initiative.
• Coordinates receipt of bulk materials, modernization samples and other standards materials. Routes pertinent documentation; coordinates activities regarding custom bulk procurement activities (third party synthesis, proposals/contracts, in-house purification); builds and maintains network of both donor and commercial suppliers; actively finds alternate suppliers. The PS works with Legal Department to establish the annual USP DEA quota and USDA Veterinary Service Permits; obtains information needed for Trade and DEA Compliance purposes; assists in reconciliation of vendor invoices as needed; provides the donated Reference Material and Sponsor contact information to the Donor Recognition Program coordinator as appropriate.
• Works with department to write and modify department SOPs in conjunction with QA as required, completes QA and other training, and follows USP SOPs in daily activities.
• Attends pertinent industry trade meetings, visits supplier sites, and participates in USP Outreach Program as appropriate.
• The Procurement Specialist level is distinguished from the Associate level by demonstrating the ability to work independently, accepting added responsibilities, and increasing experience and productivity. Provides coaching and training to less experienced procurement staff.
Associate Procurement Specialist: Bachelor’s degree in Chemistry or related field with one year of experience in procurement and sourcing of pharmaceutical related materials, dietary supplements, excipients, food additives, bulks, fine chemicals or experience in sourcing lab related materials. Alternatively, at least one year of experience in a laboratory or production environment will be considered.
Procurement Specialist: Bachelor's degree in Chemistry or related field, and three or more years of experience in procurement and sourcing pharmaceutical related materials, dietary supplements, excipients, food additives, bulks, or fine chemicals or laboratory related materials.
• Advanced degree (e.g., MBA) helpful.
• Familiarity with the pharmaceutical, fine chemical, excipient, dietary supplement, or foods industries.
• Ability and desire to work well with diverse employees and customers in a cooperative and friendly manner.
• Builds relationships internally, and with external suppliers.
• Must have the ability to negotiate and interact with internal and external stakeholders.
• Must possess ability to handle multiple priorities in a fast-paced environment, and are able to handle multiple timelines and deadlines, and quickly adjust to changing priorities.
• Must possess excellent written and verbal communications skills.
• Must be proficient in the use of Microsoft software (word processing, email, spreadsheet, databases) and internet.
• Familiarity with the use of ERP systems (e.g. Oracle) and other databases (e.g. MaRS, SWS, Livelink, chemical sourcing, GSA).
• Demonstrated attention to detail, organizational skills, and ability to cooperate in a team environment.
USP provides you with the benefits you need to protect yourself and your family today and tomorrow. From company-paid time off, comprehensive healthcare options to retirement savings, you can have peace of mind that your personal and financial wellbeing are protected.
COVID-19 Vaccination Policy (will apply to the selected candidate(s) hired:
As a condition of employment with the United States Pharmacopeial Convention's (USP) duty to provide and maintain a workplace free of known hazards, all employees and contingent staff hired after July 1st, 2021, must be fully present vaccinated unless a reasonable accommodation is approved. Your recruiter will advise accordingly.
The U.S. Pharmacopeial Convention (USP) USP is an independent scientific organization that collaborates with the world's top experts in health and science to develop quality standards for medicines, dietary supplements, and food ingredients. USP brings together more than 1,100 talented professionals across five global locations to deliver its mission to strengthen the supply of safe quality medicines and supplements worldwide. USP is proud to be an equal employment opportunity employer (EEOE) and affirmative action employer. Employment selection and related decisions are made without regard to sex, race, age, disability, religion, national origin, color, veteran status, sexual orientation, gender identity or any other protected class. We are committed to working with and providing reasonable accommodation to individuals with disabilities. USP does not accept unsolicited resumes from 3rd party recruitment agencies and is not responsible for fees from recruiters or other agencies except under specific written agreement with USP.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
Job Category Purchasing
Job Type Full-Time