Manager, Procure

Department: NUQ Business & Finance

Salary/Grade: EXS/8

Under the general supervision of the Associate Director of Business & Finance, the Manager, Procure-to-Pay (P2P) at Northwestern University in Qatar (NUQ) is responsible for the day‑to‑day management of NUQ’s procure‑to‑pay operations. NUQ’s P&P team is committed to delivering timely, accurate, and policy‑compliant procure‑to‑pay financial services, while continually improving systems and processes to enhance efficiency and the overall user experience. Candidates will need to be well‑versed in all processes related to purchasing and payment, including Vendor File Management, Purchasing, Accounts Payable, Corporate Card, ePayment, eProcurement, travel, etc.

All functions listed below are performed with a high degree of independence and must be performed with integrity. The position communicates with suppliers and internal customers to ensure the university’s strategic goals are met through timely, accurate, and policy‑compliant purchasing and payment processes. This position has no direct reports and leads through coordination, influence, and project management. Responsibilities include service delivery across requisitioning, purchase orders, receiving, invoice processing, disbursements, supplier enablement, and customer support, along with administration of the Procurement Card (P‑Card) program and the intake and coordination of contract reviews in partnership with the Office of General Counsel (OGC).

• Become well versed in all aspects of the purchasing and payment processes in NUFinancials and other systems used by Procurement.
• Become well versed in all aspects of the Procurement and Payment Services department (purchasing, e-procurement, accounts payable, corporate card, and vendor file management).
• Strong understanding and daily application of Northwestern Purchasing Policy and Procedures.

• Serve as the day-to-day process owner for the full procure-to-pay cycle (requisition → PO → receipt → invoice → payment), coordinating tasks amongst the team and requestors to ensure timely, accurate, and policy compliant transactions.
• Initiates outgoing banking transactions for payments outside of NUFinancials.
• Resolves exceptions (e.g., match variances, invoice holds) and escalates policy or budget issues as appropriate.
• Receives and analyzes bid responses or sole-source justifications and obtains documentation; selects, recommends, or participates in selection of contractors and vendors in consultation with internal stakeholders.
• Reviews vendor terms and conditions against NUQ/NU terms and conditions for congruence and helps departments work with vendors to come to agreeable T&Cs.
• Maintains strong, collaborative relationships with departments and suppliers to improve service and ensure customer satisfaction; serve as a subject matter expert on P2P policies and processes.
• Maintain procedure guides, job aids, and FAQs for campus users; update web content as needed.
• Establish Preferred Vendor Contracts as well as contracts with strategic partners for a broad range of goods and services.

• Intake, route, and track contract requests; review scopes of work, deliverables, pricing, and business terms; identify risk areas and coordinate legal review with OGC.
• Maintain the contracts repository/CLM records, including version control, approval workflow tracking, and renewal/expiration monitoring.
• Execute low‑to‑mid dollar routine/standard form contracts as delegated; route complex or high‑risk agreements to OGC and leadership per authority matrices.

• Administer the Procurement Card (P‑Card) program, including card issuance/closure, limits/MCC controls, cardholder training and attestations, dispute/chargeback handling, and reconciliation oversight with departments; monitor compliance.

• Works in collaboration with the rest of the B&F team to ensure adherence to the University’s purchasing policies and procedures; prepare samples for audits as requested.
• Responsibility for signing checks up to $5,000 in coordination with the Accounts Payable Supervisor.
• Supports…