Job Description :
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Title: Vendor Management
Location: Raleigh, NC
Duration: 12 Months
Job Description
NC Department of Health and Human Services (DHHS) Information Technology Division (ITD) Medicaid Enterprise Solutions (MES) seeks an IT Vendor Management Specialist (IT-VMS) to join the Medicaid Transformation (MT) Project.
The IT Vendor Management Specialist (IT-VMS) will be responsible for ensuring that the impact of new or upgraded IT systems contracts are effectively managed to support the delivery of desired business and technology outcomes. The role will work with the business change and process improvement teams, DHB Finance and ITD Applications Management to support the governance model to achieve required outcomes.
The IT-VMS plays a pivotal role in supporting contract stakeholders by providing guidance and expertise on the Vendor performance program and framework. Additionally, the Specialist also has responsibility for supporting DHHS internal business units with sourcing and vendor selection, contract drafting and pricing negotiations, vendor relationship management, risk mitigation, vendor on boarding and on-going vendor monitoring responsibilities. The Specialist will lead multiple projects within different internal departments. In this role, you will be working with a variety of Information Technology Vendors.
This resource may interface with Division Leadership and DHHS Subject Matter Experts (SME) as required to complete the work. This role is focused on managing and monitoring integration efforts and compliance. Participation in drafting procurement documentation (RFI and IFB, RFP, and RFQ) is key aspect. Interface with business stakeholders will occur daily.
I. Acquisition/Procurement Management
As member of IT MES Vendor Management Acquisition Team, work includes consulting with, MES Program Team and agency management staff in budget planning, obtaining contract services, technical consulting services, facilitating Vendor Evaluations, training, guidance and recommendations for improving procurement operations, while ensuring fiscal responsibility. All work is accomplished within the strict limitations of authority specified by statute and by State Division of Purchase and Contract policy and procedure.
Thorough knowledge of technology included automated procurement systems, e-commerce, eprocurement, and material management-related operations.
Thorough knowledge of economics, market conditions, procurement, and supply management.
Ability to evaluate and analyze bids, coordinate selection activities, and recommend award.
Ability to exhibit strong strategic thinking capability with a high level of negotiation skills.
Ability to perform risk analysis and recommend action to minimize risk.
Ability to manage supplier performance and cost objectives.
Ability to investigate and resolve complaints from departments about products or equipment defects and from vendor regarding bid protest and contract awards
Ability to perform cost and price analysis of commodities, services and equipment. Identifies total cost of ownership and/or life cycle cost analysis.
Ability to lead the execution of the strategic sourcing methodology for high-value, complex requisitions, collaborating with State Procurement and end-users as required / appropriate.
Ability to apply sound business judgment and work in a deadline-oriented environment.
Ability to develop of procurement strategies
Identifies sources of supply, usually assist in specification development, and bid evaluation.
Possess solid negotiations and proven leadership skills.
II. IT Contract Management:
In coordination with Procurement (OPCG and DIT) and legal, provide the following duties: reviewing and red-lining contracts, providing recommendations on business risks to contract owners, coordinating the appropriate additional reviews from departments such as Security, depending on contract type, and ensuring compliance with Federal/State Policies and Standard Operating Procedures.
Perform pre-contract support, including vendor pre-qualification (RFI and IFB, RFP, and RFQ)
Review and assist negotiating contracts (includes NDAs, master agreements, amendments, statements of work, etc in all areas of complexity and risk, with minimal supervision
Interface with Business Owners to ensure contract negotiation objectives align with key stakeholder expectations and provide project status and analysis throughout the negotiation and contract development phases
Evaluate vendor documents to determine acceptability based on business unit needs and Federal/State standards
Resolve contractual and interpretive differences between vendors and business units
Develop and promote strategic partnerships with vendors
Provide financial analysis support for financial negotiations of contracts
Develop goals and metrics for measuring and managing supplier performance
Mitigate vendor risk and create third party contingency plans
III. Third Party Risk Management:
Assist in the planning, design and implementation of a Vendor Performance Management program including the policy, framework and procedures
Contributes and executes overall strategy and vision of the Vendor Management Unit (VMU)
Oversees the third-party on-boarding process, including risk assessment and due diligence through partnerships with Legal, business unit and security to ensure all requirements are met.
Oversees the day-to-day risk mitigation, monitoring, and reporting as it relates to third party relationships
Considered subject matter expert in associated risk and risk management methodology
Review vendor risk assessment outputs to ensure risk has been appropriately assessed
Delivers reporting from the third-party risk management platform and team presentations to stakeholders, including to senior management and oversight committees, including reporting on critical and high-risk relationships/products.
Aid in design, creation, and delivery of program training to internal business unit stakeholders
Ensure departmental documents and activities are performed in compliance with applicable laws, regulatory standards and company policies and procedures
Participate in team’s preparation and involvement in regulatory examinations
Assist with the creation of policies and procedure for the Vendor Management Unit
Develop and maintain Vendor Scorecards
Analyze external supplier data to drive recommendations
Challenges and provides process improvement strategies on existing procedures and processes across the team and risk organization to achieve efficiencies.
Basic understanding of SOC reports, Business Continuity Planning, Inherent Risk and Entity Level Controls
IV. Performance Management
As IT Vendor Management subject matter expert, drives performance standards utilizing creative problem solving to find win-win solutions to challenges.
Creates, modifies, and extracts reports and dashboards to communicate key metrics to contracting personnel and leadership team.
Create and Implement a performance management and risk management process
Build the methodology to measure and improve vendor performance
Build and lead strategic road maps and capacity forecasts
Reduce OpEx and optimize CapEx spend
Create vendor partnerships to drive innovation and optimize vendor performance
Build out analytics and reporting capabilities (Vendor Scorecards)
Skill Required / Desired Amount of Experience
Previous experience in a TPRM, Procurement and/or Vendor Management environment a plus Highly desired 5 Years
Knowledge of Enterprise IT Systems, system integration principles, and associated change management best practices. Required 5 Years
Knowledge of IT Third Party Risk Management (TPRM) principles and best practices Highly desired 5 Years
Skills in persuasion, negotiation, relationship management, conflict resolution, and effective oral and written communication at all levels Required 7 Years
Ability to provide project management support and manage the day-to-day vendor and contract activities to ensure desired outcomes Highly desired 5 Years
Extensive Knowledge of Project Management principles and best practices Highly desired 5 Years
Demonstrated ability to manage multiple priorities and projects, function in a fast-paced moving constantly changing, deadline driven environment Required 5 Years
Proficient use of Microsoft Project, Word, Excel, Visio, PowerPoint, Access, and A e software Highly desired 7 Years
Extensive knowledge of Business Analysis BA principles and best practices Required 5 Years
Knowledge of IT Service Management(ITSM) principles and best practices Highly desired 3 Years
Ability to read, analyze and interpret financial report and/or legal documents. Required 5 Years
Strong organizational, problem solving, and planning skills with the ability to set priorities Required 5 Years
Superior quantitative and analytical skills Required 5 Years
Previous experience with process optimization Required 5 Years