Senior Procurement Specialist at Wikimedia

Senior Procurement Specialist at The Wikimedia Foundation

The Wikimedia Foundation is seeking a Senior Procurement Specialist to manage procurement operations, strategic sourcing, vendor management, and contract drafting for our global organization. This role is critical in supporting source to pay activities, which encompass everything from vendor sourcing and new vendor onboarding to purchase order management and resolving invoice holds.

Role Scope

The Senior Procurement Specialist will manage both day-to-day procurement operations and contribute to strategic sourcing, contract negotiations, vendor spend optimization, and improvements to our procurement processes and systems. Your efforts will strengthen our responsive, scalable, and effective procurement function while ensuring strong service and value to the Foundation.

Core Responsibilities

• Manage procurement activities across the entire procure-to-pay and source-to-pay lifecycle, including review of contracts and statements of work, vendor onboarding, and purchase orders.
• Collaborate with various departments to clearly define purchasing needs and provide expert guidance throughout the procurement process.
• Lead and support competitive sourcing initiatives, such as developing and executing RFPs, RFQs, and RFIs, and evaluating incoming vendor proposals.
• Draft and support contracts, negotiating terms, pricing, payment schedules, scopes of work, and other business terms in partnership with the Legal and business stakeholders.
• Identify opportunities to enhance vendor pricing, commercial terms, and overall value through strategic sourcing, negotiation, and spend analysis.
• Create and manage purchase requisitions and purchase orders, working with business owners to track and resolve open commitment issues.
• Handle procurement inquiries and provide timely, responsive support to both internal staff and external vendors.
• Monitor procurement workflows and service levels, proactively identifying and resolving any bottlenecks or escalations.
• Partner with Accounts Payable, business owners, and vendors to investigate and resolve purchase order related invoice holds.
• Support vendor management programs, covering supplier performance, spend optimization, supplier diversity, and AI technology enhancement opportunities.
• Maintain all procurement data, documentation, catalogs, and necessary information to ensure efficient operations and strong internal controls.
• Drive improvements in procurement processes, systems, workflows, documentation, and automation.
• Collaborate with Finance & Administration, Legal, and other departments to assist with Month-end needs, Foundation-wide initiatives, and evolving procurement requirements.
• Handle ad-hoc and adjacent procurement projects as they are assigned.

Basic Qualifications

• A Bachelor’s degree in Business, Finance, Supply Chain Management, or a related field, or equivalent professional experience.
• A minimum of 5+ years of progressive experience in procurement, sourcing, and contract drafting (including experience with Statements of Work (SOWs) and Main Service Agreements (MSAs)).
• Demonstrated experience managing procurement activities across the source-to-pay and/or procure-to-pay lifecycle.
• Experience supporting or leading competitive sourcing efforts, including RFPs, RFQs, or vendor evaluations.
• Proven experience negotiating vendor pricing and commercial terms.
• Strong analytical, problem-solving, communication, and cross-functional collaboration skills.
• Experience utilizing procurement business platforms or ERP systems is a plus (experience with Coupa or Sage Intacct is a bonus).

Qualities That Are Important To Us

• Service-oriented and responsive, with a deep commitment to supporting internal stakeholders.
• A proactive problem solver who can pinpoint issues and drive them to resolution.
• Strong communication abilities, capable of interacting effectively with stakeholders at all organizational levels.
• A capacity to manage multiple competing deadlines and priorities within a fast paced, global environment.
• Comfortable working autonomously while also contributing to an integrated team setting.
• High attention to detail and a dedication to precise, well controlled processes.
• A skill for navigating differing stakeholder priorities and cultivating effective cross-functional relationships.
• Ability to thrive in an open, transparent, and collaborative environment.
• A strong ability to work constructively with people from a wide variety of demographic and cultural backgrounds.

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 cost reduction, total cost of ownership for goods and services, and risk mitigation for the foundation.

About The Wikimedia Foundation

The Wikimedia Foundation is the nonprofit organization that manages Wikipedia and other free knowledge projects. Our vision is a world where every person can freely share in the sum of all human knowledge. We believe everyone has the potential to contribute to our shared knowledge, and that everyone should have free access to that knowledge. We host the projects, build software experiences for reading, contributing, and sharing Wikimedia content, support volunteer communities and partners, and advocate for policies that enable Wikimedia and free knowledge to thrive. As a charitable, not-for-profit organization relying on donations, we receive support from millions of individuals worldwide, along with institutional grants.

The Wikimedia Foundation is a United States 501(c)(3) tax exempt organization headquartered in San Francisco, California. As an equal opportunity employer, we strive to maintain an inclusive and equitable workplace, valuing a diverse workforce and encouraging applications from people of all backgrounds.

We are a remote-first organization with staff members based in over 40 countries. Salaries are set to be competitive, equitable, and consistent with our values. For applicants based in the United States, the anticipated annual pay range is US$91,049 to US$138,263, which is subject to individual factors like cost of living. For applicants outside the US, the pay range is adjusted based on the country of hire. We do not consider salary history during the application process.

Hiring Locations and Eligibility

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. We can also hire in the following countries: Brazil, Canada, Colombia, France, Germany, Ghana, India, Indonesia, Italy, Kenya, Mexico, Morocco, Netherlands, Poland, Singapore, South Africa, Spain, Switzerland, and the United Kingdom. Non-US employees are hired via a local third party Employer of Record (EOR) and must possess current work authorization in their location.

Application Information

Interested candidates requiring accommodation for the application process due to a disability may contact [email protected] or call +1 (415) 839-6885.