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Buying Team Leader Mentor

Position Description

Introduction

This position may serve as a mentor and part of a Buying Team, or as a single resource serving as a mentor for buying team leaders/ members as a procurement subject matter expert for fire suppression or all-risk assignments; e.g., hurricanes, floods, etc.

Major Duties

  • Advise and assist Buying Team Leader or Assistant/Deputy with workload assignments and staffing needs.
  • Provide support for the Buying Team Leader to develop skillsets of communication, organization, and leadership to be successful in supervisory role.
  • Review methodology for workload assignment with buying team leader. Identify team member characteristics that may factor into decision process and provide feedback to buying team leaders.  
  • Review orders, waybills, and vendors’ invoices to assure that paperwork is complete, documented adequately, and copies are available for files.  Documents receipts with proper management/accounting code, resource order number, and signatures.  Files documents appropriately. For deficient areas, provide the buying team leader feedback to ensure improvement areas are identified and provide advisement for corrective courses of action.
  • Work with the buying team leader to identify specific goals and areas for mentoring with the objective to further enhance performance.  
  • Mentor the Buying Team Leader or Assistant/Deputy Leader in maintaining positive communication and that information flow is being maintained for areas like resource order status and any problems.
  • Mentor the Buying Team Leader in establishing workload priorities.
  • Review necessary documentation for property, commissary purchases, and Emergency Equipment Rental Agreements and provide feedback to buying team leader and members with efficiency opportunities, compliance, and best practice recommendations.
  • Assist warranted Buying Team Members with the proper completion of Emergency Equipment Rental Agreements and provide coaching as needed.
  • Mentor the Buying Team Leader to facilitate open communication practices with Buying Team Members and customers including dispatch, host agency and incident personnel.
  • Mentor trainees in both Buying Team Member and Leader positions to ensure quality training assignments to build capacity within the agencies.
  • Coach Buying Team Leaders and Members how to relay information to stakeholders the estimated time of departure (ETD) and estimated time of arrival (ETA) for shipments (e.g., for supplies, equipment from the Buying Team to the incident base) using a timely practice.
  • Assist the Buying Team Leader with alternatives ways to address concerns with procurement, personnel, and communication to ensure a positive resolution.
  • Mentor Buying Team Leaders with the monitoring of paperwork to ensure that members are completing daily.

Knowledge Required by the Position

  • Knowledge of small purchase regulations in the Federal Acquisition Regulations, Department, and agency policy and regulations; knowledge of department and agency purchasing regulations, methods, procedures, and business practices to make purchases in accordance with governing regulations.
  • Requires completion of S-260, Interagency Business Management.
  • Previously held a position with delegated procurement authority (Warrant) and served as a National Buying Team Leader.
  • Ability to coach and mentor Buying Team Leaders and Trainees to teach skillsets for successful and grow the critical shortage positions.
  • Must be familiar with agency Incident Business Management Guidelines.

Supervisory Controls

Provide support and mentoring for the Buying Team Leader as he or she assigns work with standing instructions and objectives, priorities, and deadlines, and indicates special considerations or unusual requirements.

The incumbent assists the Buying Team Leader or Assistant with planning the manner in which assignments are to be carried out, and advises on how to handle problems and deviations in accordance with instructions, policies, previous training, and accepted procurement practices.

Guidelines

Guidelines include FAR Part 13, Small Purchases; FSAR Part 1, Complexity Requirements; and Exigency Requirements/Procedures.  These guidelines, coupled with written Department and agency policies, instructions, and operating procedures, cover the work to be done and the specific procedures required.

Provide support to Buying Team Leader in using judgment in selecting the most appropriate guidelines, references, and procedures relative to specific cases.  Provide historical content for rational based decision making within the fluid and high demand conditions of fire and all hazard incidents. For the members or stakeholders who are adverse to the decision provide support and coaching to the buying team leader on the best practice for a successful outcome.

Complexity

The work includes various duties involving different related processes and methods.  The incumbent makes a variety of non-competitive or competitive purchases.  The incumbent coaches the Buying Team Leader in making rapid choices, under pressure, such as whether to meet requirements by ordering against an existing agreement, or entering into a new agreement, etc.

Decisions as to what needs to be done involve various choices that require the incumbent to recognize the existence of and differences between various situations and assist the Buying Team Leader or Assistant with decision making

Actions to be taken differ in such things as the source of information, the kind of transactions, or other differences of a factual nature.

Scope and Effect

The work involves mentoring team throughout the process of purchasing goods, services, and equipment by executing specific rules, regulations, and procedures to meet the objectives of the incident.

Work products affect the ability of incident managers and other personnel to accomplish the mission.

Personal Contacts

The majority of contacts are with buying team personnel; however, some contacts are with individuals from outside the agency; e.g., with contractor representatives.

Purpose of Contacts

The purpose of contacts is to obtain, clarify, or give facts or information concerning procurement actions.

Physical Demands/Work Environment

The work is primarily sedentary, but some physical exertion is occasionally required; e..g., some standing, walking, bending, sitting, traveling, and working extended hours.

 

 

Last Modified / Reviewed:

NWCG Latest Announcements

NWCG Equipment Technology Committee Releases Safety Warning: 24-001 Stihl Chainsaw Toolless Fuel Cap Spill Prevention

Date: November 14, 2024
Contact: Equipment Technology Committee

The Equipment Technology Committee (ETC) has released Safety Warning: 24-001 Stihl Chainsaw Toolless Fuel Cap Spill Prevention. Misaligned toolless fuel caps on Stihl chainsaws have led to recurring fuel spillage, fuel ignition, and burn injuries during wildland fire management operations.

This Safety Warning is intended to highlight the details and recommended procedures for the installation of a Stihl chainsaw toolless fuel cap, as well as how to identify and correct a misaligned, damaged, or broken fuel cap to help prevent fuel spillage.

References:

NWCG Safety Warning: 24-001 Stihl Chainsaw Toolless Fuel Cap Spill Prevention

Advertencia de equipos 24-001: Prevención de derrames de la tapa de combustible sin herramientas de la motosierra Stihl

NWCG Alerts

The Incident Position Standards and Next Generation Position Task Book are now available for Equipment Time Recorder (EQTR)

Date: November 13, 2024
Contact: Incident Business Committee

NWCG is excited to announce that the NWCG Incident Position Standards for Equipment Time Recorder, PMS 350-51 and NWCG Position Task Book for Equipment Time Recorder (EQTR), PMS 311-51 are now available.

The Performance Support Package, which for EQTR, includes the Incident Position Standards and Next Generation Position Task Book were developed through the Incident Performance and Training Modernization (IPTM) effort. The Performance Support Package will support trainees, those qualified in the position, and evaluators.

References:

NWCG Equipment Time Recorder Position Page

NWCG Incident Position Standards for Equipment Time Recorder, PMS 350-51

NWCG Position Task Book for Equipment Time Recorder (EQTR), PMS 311-51

The Incident Position Standards and Next Generation Position Task Book are now available for Personnel Time Recorder (PTRC)

Date: November 13, 2024
Contact: Incident Business Committee

NWCG is excited to announce that the NWCG Incident Position Standards for Personnel Time Recorder, PMS 350-53 and NWCG Position Task Book for Personnel Time Recorder (PTRC), PMS 311-53 are now available.

The Performance Support Package, which for PTRC, includes the Incident Position Standards and Next Generation Position Task Book were developed through the Incident Performance and Training Modernization (IPTM) effort. The Performance Support Package will support trainees, those qualified in the position, and evaluators.

References:

NWCG Personnel Time Recorder Position Page

NWCG Incident Position Standards for Personnel Time Recorder, PMS 350-53

NWCG Position Task Book for Personnel Time Recorder (PTRC), PMS 311-53

NWCG Risk Management Committee Releases Safety Bulletin: 24-001 Use of Respirators on Wildland Fires

Date: November 7, 2024
Contact: Risk Management Committee

The Risk Management Committee (RMC) has released Safety Bulletin: 24-001 Use of Respirators on Wildland Fires. As wildland fire respirators are available through several established vendors, wildland fire personnel need to understand regulations and limitations of respirator use in the workplace.

Safety Bulletin 24-001 outlines the following topics regarding respirator use for wildland fires:

  • Requirements for Respirator Use
  • Voluntary Respirator Use
  • Current Respirator Options
  • Unknown Risks of Respirator Use

This bulletin also provides mitigation recommendations to help reduce smoke exposure for wildland firefighting efforts.

References:

NWCG Safety Bulletin: 24-001 Use of Respirators on Wildland Fires

NWCG Smoke Management Guide for Prescribed Fire, PMS 420-3

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