Administrative Procurement Analyst

Job Description

The New York City Housing Authority (NYCHA) is the nation’s oldest and largest public housing authority with more than 152,000 apartments and over 370,000 residents. NYCHA’s mission is to provide quality housing for New Yorkers that is sustainable, inclusive, and safe, while fostering opportunities for economic mobility. NYCHA also administers a citywide Section 8 leased housing program that serves over 200,000 tenants. Since the 2019 Agreement between NYCHA, the Department of Housing & Urban Development (HUD), and the U.S. District Court, Southern District of New York (SDNY), NYCHA has been working under a Federal Monitor structure. The HUD Agreement sets the requirement to create a new Organizational Plan in collaboration with the Federal Monitor and sets forth various compliance related targets for NYCHA across major operational areas including: Lead, Mold, Heat, Elevators, Pest, Waste Management, and Inspections.


Under the direction of the Executive Vice President of Property Management Operations (EVP), the Strategic Advisor for Contract and Vendor Management will assist in the supervision and operations of administration and management of new and existing vendor contracts and assist in the daily management of the Borough Contract Managers and Neighborhood Contract Managers, and related staff. The Strategic Advisor will participate in the day-to-day management of contract and vendor functions within Property Management Operations, undertaking direct measures on behalf of the EVP such as forecasting and developing of new procurement requests and contracts; performing and overseeing cost estimation and scope development; ensuring sufficient contract capacity for critical services throughout Property Management Operations; improving compliance with the NYCHA procurement policies and procedures; providing daily guidance and coordination to NCMs and Borough Contract managers; serving as the primary point of contact with NYCHA’s procurement department on all procurement and contractual issues; serving as a liaison between Property Management Operations and the NYCHA Board on contractual issues; developing and overseeing a network of contract management staff throughout Property Management Operations to ensure proper oversight and administration of contracts; developing strategies to improve and ensure compliance with MWBE and Section 3 requirements; overseeing vendor performance evaluations for work performed within Property Management Operations; researching and securing vendors to perform work necessary to Property Management Operation functions; and performing all related ad hoc tasks related to contract and vendor management within Property Management Operations.

Primary Responsibilities

The responsibilities of the Strategic Advisor for Contract and Vendor Management include, but are not limited to the following:

- Work closely with the EVP to manage day-to-day contract and vendor management matters.
- Develop, implement, and track EVP priority projects and initiatives regarding contract and vendor management issues, including forecasting and developing new contract and procurement
requests, overseeing Borough contract management functions; ensuring completion of all documentation including scopes and cost estimates needed to fulfill NYCHA procurement
requirements.
- Assist in supervising and guiding NCMs and Borough Contract management staff on NYCHA procurement issues and requirements, including any new requirement.
- Monitor all Property Management Contracts to identify any necessary actions needed such as contract capacity increases, time extensions, new procurements, gaps in contract scope or
capacity, or vendor performance issues.
- Serve as the EVP’s primary liaison to other NYCHA Departments on contractual and vendor management issues, including Procurement, Finance, Legal, the Board, the Department of
Management and Planning, Asset and Capital Management, Strategy and Innovation, and the NYCHA Inspector General.
- Participate and plan stat meetings with other Property Management staff to review metrics, trends, policy issues, specific cases, production issues, staffing issues, and miscellaneous issues
related to vendor and contract management.
- Oversee monitoring of vendor performance including the completion of vendor performance evaluation and, in conjunction with Legal and Procurement, the issuance of Letters of Direction and
other contract enforcement actions.
- On behalf of the EVP, communicate with internal and external stakeholders, most notably, the Federal Monitor, residents, elected officials, partner agencies, employees and civic groups on
contract and vendor management related issues.
- Manage and resolve contractual and payment disputes with vendors, in conjunction with Legal, Fi