Senior Procurement Specialist

Summary

Timezone: West Coast U.S. preferred

The Wikimedia Foundation is looking for a Senior Procurement Specialist to support procurement operations, strategic sourcing, vendor management, and contract drafting needs across our global organization. This role will serve as a key partner to departments throughout the Foundation, supporting source to pay activities (i.e.: procurement activities from vendor sourcing, new vendor onboarding  contracting, purchase order management, resolving PO-related invoice holds, and ongoing vendor support).

The Senior Procurement Specialist will have a broad scope, balancing day-to-day procurement operations with opportunities to support competitive sourcing, contract negotiations, vendor spend optimization, and improvements to procurement processes and systems. This role will help strengthen a responsive, scalable, and effective procurement function while delivering strong service and value to the organization.

Core Responsibilities

• Manage procurement activities throughout the procure-to-pay and source-to-pay lifecycle, including contract and statement of work review, vendor onboarding, purchase orders, and related procurement activities.
• Partner with departments to understand and define purchasing needs,providingguidance throughout the procurement process.
• Support and lead competitive sourcing activities, including development and execution of RFPs, RFQs, and RFIs and evaluation of vendor proposals.
• Support and draft contracts, providing  negotiation of contractual terms, pricing, payment terms, scopes of work, and other business terms in partnership with Legal and business stakeholders.
• Identify opportunities to improve vendor pricing, commercial terms, and overall value through competitive sourcing, negotiation, and spend analysis.
• Create and manage purchase requisitions/purchase orders and partner with business owners to monitor and resolve open purchase order commitments.
• Manage procurement inquiries and provide timely, responsive support to internal stakeholders and vendors.
• Monitor procurement workflows and service levels, proactively identifying and resolving bottlenecks and escalations.
• Partner with Accounts Payable,  business owners, and vendors to research and resolve purchase order related invoice holds.
• Support vendor management initiatives, including supplier performance, vendor spend optimization, supplier diversity, and AI technology enhancement opportunities.
• Maintain procurement data, documentation, catalogs, and other information needed to support efficient procurement operations and strong internal controls.
• Support improvements to procurement processes, systems, workflows, documentation, and automation.
• Collaborate across Finance & Administration, Legal, and other departments to support Month-end needs, Foundation-wide initiatives and evolving procurement needs.
• Complete “ad-hoc” and adjacent procurement projects as assigned

Basic Qualifications

• Bachelor’s degree in Business, Finance, Supply Chain Management, or a related field, or equivalent relevant experience.
• Minimum of 5+ years of progressive procurement, sourcing, and contract drafting experience (i.e.: SOWs - Statement of Works, MSAs - Main Service Agreements, etc.) .
• Experience managing procurement activities across the procure-to-pay and/or source-to-pay lifecycle.
• Experience supporting or leading competitive sourcing activities, including RFPs, RFQs, or vendor evaluations.
• Experience negotiating vendor pricing and commercial terms.
• Strong analytical, problem-solving, communication, and cross-functional collaboration skills.
• Experience working with procurement business platforms, ERPsystems; experience with Coupa, and Sage Intacct a plus  (similar platforms experience will be considered)

Qualities that are important to us

• Service-oriented and responsive, with a strong commitment to supporting internal stakeholders.
• Proactive problem solver who is comfortable identifying issues and driving them through resolution.
• Strong communication skills, including the ability to communicate effectively with stakeholders at different levels of the organization.
• Ability to manage multiple competing priorities and deadlines in a fast-paced, global environment.
• Comfortable working independently while also collaborating as part of an integrated team.
• Strong attention to detail and commitment to accurate, well-controlled processes.
• Ability to navigate differing stakeholder priorities and build effective cross-functional relationships.
• Ability to work in an open, transparent, and collaborative environment.
• Ability to work well with people with a wide diversity of demographic and cultural characteristics.

Core Competencies 

• Procurement operations, source-to-pay, and contracting expertise
• Strategic sourcing and competitive bidding
• Vendor negotiation and commercial acumen
• Stakeholder partnership and customer service
• Process improvement and operational efficiency
• Strong internal controls mindset
• Organization, prioritization, and follow-through
• Delivering Value Add in the areas of cost, reduction of the total cost of ownership for goods/services, and reducing/mitigating risk to the foundation

About the Wikimedia Foundation

The Wikimedia Foundation is the nonprofit organization that operates Wikipedia and the other Wikimedia free knowledge projects. Our vision is a world in which every single human can freely share in the sum of all knowledge. We believe that everyone has the potential to contribute something to our shared knowledge, and that everyone should be able to access that knowledge freely. We host Wikipedia and the Wikimedia projects, build software experiences for reading, contributing, and sharing Wikimedia content, support the volunteer communities and partners who make Wikimedia possible, and advocate for policies that enable Wikimedia and free knowledge to thrive. 

The Wikimedia Foundation is a charitable, not-for-profit organization that relies on donations. We receive donations from millions of individuals around the world, with an average donation of about $15. We also receive donations through institutional grants and gifts. The Wikimedia Foundation is a United States 501(c)(3) tax-exempt organization with offices in San Francisco, California, USA.

As an equal opportunity employer, the Wikimedia Foundation values having a diverse workforce and continuously strives to maintain an inclusive and equitable workplace. We encourage people with a diverse range of backgrounds to apply. We do not discriminate against any person based upon their race, traits historically associated with race, religion, color, national origin, sex, pregnancy or related medical conditions, parental status, sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, genetic information, or any other legally protected characteristics.

The Wikimedia Foundation is a remote-first organization with staff members including contractors based 40+ countries*. Salaries at the Wikimedia Foundation are set in a way that is competitive, equitable, and consistent with our values and culture. The anticipated annual pay range of this position for applicants based within the United States is US$91,049 to US$138,263 with multiple individualized factors, including cost of living in the location, being the determinants of the offered pay. For applicants located outside of the US, the pay range will be adjusted to the country of hire. We neither ask for nor take into consideration the salary history of applicants. The compensation for a successful applicant will be based on their skills, experience and location.

*Please note that we are currently able to hire in the following:
US States: Arizona, California, Colorado, Connecticut, District of Columbia*, Florida, Georgia, Idaho, Illinois, Indiana, Iowa, Maryland, Massachusetts, Michigan, Minnesota, Missouri, New Jersey, New Mexico, New York, North Carolina, Ohio, Oklahoma, Oregon, Pennsylvania, Puerto Rico*, Rhode Island, Tennessee, Texas, Utah, Vermont, Virginia, Washington, West Virginia, Wisconsin and Wyoming (*US Territory or Federal District)

Countries: Brazil, Canada, Colombia, France, Germany, Ghana, India, Indonesia, Italy, Kenya*, Mexico, Morocco, Netherlands, Poland, Singapore*, South Africa, Spain, Switzerland and the United Kingdom. Our non-US employees are hired through a local third party Employer of Record (EOR) and must have current work authorization in their location. (*citizens/permanent residents only)

We periodically review this list to streamline to ensure alignment with our hiring requirements.

All applicants can reach out to their recruiter to understand more about the specific pay range for their location during the interview process.

If you are a qualified applicant requiring assistance or an accommodation to complete any step of the application process due to a disability, you may contact us at recruiting@wikimedia.org or +1 (415) 839-6885.

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