FOOD SOURCING AND PROCUREMENT MANAGER

JOB SUMMARY

The Food Sourcing & Procurement Manager leads and executes all food and related product sourcing activities for the Food Bank of the Southern Tier (FBST), ensuring a reliable, cost-efficient, and nutritionally appropriate supply to support agency distribution, mobile food programs, youth initiatives, and specialty programs. This role oversees procurement across wholesale, donated, government, and Feeding America acquisition channels while maintaining strong vendor and donor relationships and aligning sourcing decisions with organizational priorities.

In addition to food procurement, the Manager is responsible for the cost-effective sourcing of non-food operational supplies, including office, warehouse, janitorial, hygiene, and program materials. The Manager ensures all procurement activities comply with organizational procurement policies, competitive bidding requirements, and applicable state and federal regulations. Through data-driven analysis, cross-department collaboration, and proactive inventory planning, this role aligns sourcing decisions with program priorities, nutrition standards, operational capacity, and budget constraints.

Serving as the organizational lead for food acquisition, inbound freight oversight, and agency feedback integration, the Food Sourcing & Procurement Manager drives continuous improvement in cost efficiency, vendor performance, inventory flow, and mission-aligned product selection to support the Food Bank’s commitment to equitable and sustainable food access throughout the region.

Reports To: Chief Operating Officer

Work Type: On-site 

Work from Home: Rarely with supervisor approval

Standard Work Schedule: Monday – Thursday, 8:00 a.m. – 4:00 p.m.; Friday, 8:00 a.m. – 1:00 p.m.

Location: 388 Upper Oakwood Ave., Elmira, NY 14903

KEY RESPONSIBILITIES

Sourcing & Procurement Oversight

• Leads and executes all food sourcing and procurement activities across wholesale, donated, government programs, including the U.S. Department of Agriculture (USDA) and The Emergency Food Assistance Program (TEFAP) and Feeding America acquisition channels to ensure a reliable, cost-efficient, and nutritionally appropriate product mix.
• Maintains a consistent, diverse, and program-appropriate food inventory aligned with agency needs, mobile distributions, and youth programming.
• Monitors product availability, pricing trends, allocation patterns, and food industry developments; adjusts sourcing strategies proactively to prevent shortages, reduce surplus, optimize inventory flow, and address inventory gaps, seasonal changes, or emerging needs.
• Develops and executes produce sourcing strategies (including Healthy Harvest and local farm partnerships) to support nutrition goals and seasonal availability.
• Establishes, tracks, and reports on sourcing goals across acquisition channels; provides recommendations to strengthen food access, quality, and cost efficiency. 
• Solicits competitive bids from wholesale vendors and evaluates proposals based on price, nutritional quality, vendor reliability, availability, and overall value to achieve best-value purchasing; maintains a constant supply of staple products.
• Regularly reviews sourcing and procurement practices to identify cost-saving opportunities, improve vendor performance, and strengthen purchasing processes.
• Coordinates the accurate, timely procurement of office, warehouse, janitorial, hygiene, and program supplies, ensuring purchases meet quality, cost, compliance, and operational requirements.
• Applies competitive bidding and vendor evaluation processes to non-food purchases in alignment with organizational policy and best-value principles.

Compliance & Reporting

• Conducts competitive price comparisons and vendor due diligence for all food and non-food purchases in accordance with organizational procurement policy and applicable government contract requirements, including competitive bidding thresholds.
• Oversees Hunger Prevention and Nutrition Assistance Program (HPNAP) Transportation grant requirements, ensuring full compliance with spending guidelines, reporting deadlines, and program rules; collaborates with Feeding New York State (Feeding NYS) representatives and Warehouse staff to assure timely, cost-effective, and efficient delivery/pickup of incoming food, including adherence to donor-established 'out by' dates.
• Ensures all sourcing and purchasing comply with Feeding America standards, HPNAP requirements, TEFAP regulations, state/federal procurement rules, organizational policies, and all other funder/contractual obligations.
• Works within established sourcing and procurement budgets; provides regular spending updates, variance analysis, and recommendations to leadership. All purchases require the appropriate approval.
• Maintains accurate, timely, and compliant tracking, documentation, and reporting for TEFAP, HPNAP Transportation, freight charges, donations, vendor-specific requirements, grant compliance, audits, and internal controls.

Vendor & Donor Relationship Management

• Maintains and strengthens relationships with food donors, farmers, retailers, distributors, processors, peer food banks, and other sourcing partners to enhance nutritional quality, product availability, and donation volume. 
• Manages the development and retention of existing food donors, with goals to increase pounds per donation and frequency of regular contributions.
• Conducts regular, relationship-enhancing visits to local donor sites; develops and utilizes educational materials to inform donors about the Food Bank's mission, impact, and donation benefits.
• Identify, evaluate, and cultivate new donor and vendor relationships, including local farmers, producers, and suppliers, through proactive outreach and in-person engagement; negotiate and document agreements for purchased and donated products; and develop sustainable supply channels that secure competitive pricing, increase donated inventory, and strengthen food access.
• Serves as the primary contact for food acquisition partners and sourcing-related external stakeholders. 
• Represents the Food Bank professionally in food industry networks, Feeding America initiatives, regional sourcing groups, coalitions, committees, and statewide groups to support continuous improvement and mission alignment.
• Collaborates with Development & Community Engagement to support donor recognition, food drives, and donor communications and related materials (including donation benefits such as tax credits and timely receipts).

Inventory Planning & Coordination

• Collaborates closely with Warehouse Operations to coordinate inbound scheduling, TEFAP deliveries, produce flow, special loads, and transportation-related logistics.
• Tracks and analyzes freight charges, delivery schedules, transportation efficiency, and vendor reliability; implements improvements to minimize costs and delays.
• Manages Feeding America Choice System ordering, TEFAP share applications, allocation utilization, product selection, delivery receipt, documentation, and monthly reporting to ensure full program compliance. 
• Manages budget lines related to inbound freight, produce acquisition, venison procurement, specialty programs, and internal staff market/food access initiatives.
• Monitors and maintains adequate inventory levels across wholesale vendors, regional growers, Feeding America platforms, TEFAP shares, and donor channels.

Cross-Department Collaboration & Organizational Support

• Leads cross-functional collaboration to ensure sourcing decisions align with program priorities, nutrition standards, operational capacity, and budget constraints.
• Co-leads internal cross-departmental Good Food Acquisition Team (GFAT) meetings to align sourcing strategies with nutrition goals, program priorities, and product movement.
• Leads the centralized agency and partner feedback process to ensure timely collection, documentation, and analysis of input from agency and program partners regarding product preferences, undesirable items, requests for alternative foods, quality concerns, or other distribution-related needs. 
• Proactively engages the Community Impact team to solicit and report agency and program partner feedback consistently; promotes and reinforces the use of designated feedback forms/tools; follows up to resolve gaps in documentation and encourage proactive outreach from the team. 
• Serves as the primary point of accountability for consolidating, tracking, and analyzing agency/partner feedback trends; elevates recurring issues, opportunities, or patterns (e.g., shortages of preferred items, surpluses of less-desired products, nutritional gaps) for review and discussion at GFAT meetings and relevant cross-departmental forums. 
• Works with Community Impact to support direct-pickup programs, monitor agency compliance, and address corrective actions as needed.
• Provides leadership with data, insights, analysis, and actionable recommendations to inform strategic decisions related to food sourcing, inventory management, and cost efficiency.
• Supports internal initiatives, including FBST Market operations for staff food access, showcase pantry projects, food drive logistics, and other cross-functional food access efforts.
• Ensures procurement workflows, inventory accuracy, and purchasing procedures are supported in partnership with Operations and Business Services.

Other Responsibilities

• Supports internal committees or initiatives as aligned with operational needs.
• Performs other duties as assigned.

 QUALIFICATIONS

• Associate’s degree in a relevant field (e.g., Supply Chain Management, Business Administration, Agriculture, Nutrition, or related) or equivalent combination of education and experience.
• Minimum three (3) years of experience in procurement, sourcing, supply chain, or food industry roles, preferably in nonprofit/food bank settings.
• Experience with Primarius or other inventory/warehouse management systems preferred. 
• Proven track record in vendor/donor relationship management, competitive bidding, budget oversight, and regulatory compliance.
• Strong analytical, critical thinking, negotiation, organization, and communication skills (verbal and written).
• Proficiency in Microsoft Office, with advanced skills in Excel. 
• Highly organized with the ability to manage multiple priorities, meet deadlines, and adapt to changing needs in a fast-paced environment.
• ServSafe Food Safety Manager Certification (or ability to obtain within 6 months).
• Valid driver's license, reliable transportation, and ability to travel within the Food Bank of the Southern Tier’s six-county service area.

ADDITIONAL RESPONSIBILITIES

Professional Competencies

• Demonstrates integrity and professionalism, along with strong written, verbal, and interpersonal communication skills, ensuring clear, effective, and collaborative interactions while maintaining confidentiality at all times.
• Produces accurate, high-quality, detail-oriented work under tight deadlines in a fast-paced, high-volume environment; remains calm, adaptable, and motivated under pressure with consistent follow-through.
• Applies strong project-management, organizational, time-management, and problem-solving skills to prioritize competing demands, streamline workflows, and deliver work on time.
• Takes initiative and works independently while collaborating effectively with cross-functional departments to advance shared goals and organizational priorities.
• Builds and maintains strong, trust-based working relationships with colleagues, cross-functional teams, community partners, and stakeholders to support alignment, information sharing, and effective program delivery.
• Demonstrates curiosity, a collaborative mindset, and a commitment to continuous learning and professional growth.
• Utilizes Microsoft Office Suite and relevant project or data management tools effectively to support planning, tracking, and reporting responsibilities.
• Ability to analyze and interpret data, create and use graphs and charts, calculate percentages and proportions, and apply spreadsheet formulas.

Equity, Ethics & Mission Alignment

• Engages respectfully and effectively with individuals from diverse socioeconomic and cultural backgrounds, demonstrating sensitivity to the needs of vulnerable populations.
• Promotes fairness, cultural sensitivity, and equitable access to services, reflecting a strong commitment to justice, social responsibility, and the Food Bank’s mission.
• Demonstrates behaviors that support an inclusive, respectful, and collaborative work culture, contributing positively to team cohesion and organizational climate.
• Upholds the Food Bank’s mission, vision, and values of Integrity, Inclusion, Learning, and Generosity, through daily actions, communication, and decision-making.
• Adheres to organizational policies, procedures, the Code of Conduct, and all applicable federal and state laws and regulations, including those related to confidentiality, privacy, program, documentation, compliance, and ethical business practices.
• Fosters positive, constructive, and professional communication that supports strong working relationships and cross-departmental collaboration.
• Performs all duties in accordance with CCDR’s corporate compliance and ethics program.

Work Environment & Availability

• Requires flexibility to occasionally work outside of standard business hours to meet operational, program, or event needs.
• Travels regularly throughout the six-county service area and occasionally outside the region to other food banks, statewide meetings, summits, and Feeding America conferences.
• Possesses a valid driver’s license and maintains a driving record acceptable to the agency and its insurance carrier.

Physical Requirements (with or without reasonable accommodation)

• Use hands to manipulate, handle, feel, and control items or equipment (including motor vehicles).
• Sit, stand, walk, bend, stoop, kneel, climb stairs, and reach above or below shoulder level for extended periods of time.
• Remain in a stationary position (such as at a desk or in a vehicle) and travel for extended periods of time.
• Occasionally lift or move objects weighing up to 10 pounds.
• Read, write, and interpret written documents effectively.
• See, hear, and use standard office and communications equipment.

Mission, Vision, and Values

• Mission: Working together to build and sustain hunger-free communities throughout the Southern Tier.
• Vision: The Food Bank of the Southern Tier is committed to creating a future without hunger, where access to healthy food by all is recognized as fundamental to the well-being and success of individuals and the foundation of a strong, vibrant society.
• Organizational Values: Integrity, Learning, Inclusion, and Generosity.
• Upholds and advances the mission and values of the Food Bank of the Southern Tier.

EMPLOYER’S DISCLAIMER

• All job requirements listed in this description may be adjusted to reasonably accommodate individuals with disabilities.
• This job description outlines key responsibilities but is not an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Employees will be required to perform other job-related tasks as assigned by their supervisor or senior leadership team.
• This document does not create an employment contract, implied or otherwise. Employment remains on an "at-will" basis, subject to applicable laws and organizational policies