Accountable to: Logistics Manager
Department: Operations
Employment Status: Exempt
Hours: Full Time
Location: Bismarck, N.D.
Position Purpose
The Food Resource Manager is responsible for creating, implementing and managing food acquisition strategies and the allocation and timely movement of produce and other perishable products to increase the capacity of the Great Plains Food Bank (GPFB) to meet the nutritional needs of people experiencing hunger. This position is directly responsible for building and fostering relationships with food manufacturers, wholesalers, distributors, retailers and growers; and overseeing acquisition and purchasing programs. With our values of passion, service and innovation at the forefront, this position will advance the mission of the Great Plains Food Bank to end hunger together and our vision of a hunger-free North Dakota and Clay County, Minnesota.
Core Accountabilities and Essential Duties
- Food Resource Management
The Food Resource Manager oversees all incoming food streams.
- Develops, implements and manages food resourcing strategies and goals to align with the organization’s strategic goals and initiatives.
- Monitors, in collaboration with team members, the overall inventory levels of donated, government and purchased product to assure the optimal quantity, nutritional quality and variety of food and non-food products to meet food distribution objectives.
- Tracks, analyzes and reports progress on metrics included in the strategic plan, annual work plans or as otherwise designated.
- Researches, tracks, analyzes, and reports on local and national product donor trends and data.
- Ensures adequate donor files are maintained and receipts and documentation provided in accordance with GPFB, Feeding America and federal/state guidelines and standards.
- Collaborates with the Regional Service Manager in coordinating product received from the Midwest Regional Produce Mixing Center and the Minnesota Department of Agriculture (MDA) program.
- Provides guidance on accepting perishable product offered through USDA programs or large donations from growers, produce shippers or food companies based on projected service area demand and distribution capabilities.
- Monitors perishable product acquisition expenses to insure they remain within budget parameters.
- Determines the volume and types of produce and other perishable products needed on a weekly/monthly/quarterly basis to meet plans and objectives for GPFB direct service programs.
- Determines the amount of produce and other perishable products needed on a weekly/monthly/quarterly basis to meet demand from partner feeding programs
- Establish and Build Food Donor Relationships
The Food Resource Manager fosters relationships with current and potential food donors.
- Actively identifies, contacts and solicits prospective food donors with an emphasis on high-demand, nutritious products.
- Develops and maintains a system for periodic, predictable, meaningful contact with current and lapsed product donors to ensure long-term donor retention, strengthen relationships and increase donation levels.
- Develops and executes a robust donor recognition program.
- Represents the Great Plains Food Bank in associations, organizations and tradeshows directly related to enhancing relations with food donors and increasing food donations.
- Collaborates with Feeding America, Minnesota cluster of food banks and other food banks on allocations of donations from regional and national donors and sharing surplus product.
- Retail Food Rescue Program
The Food Resource Manager oversees the Retail Food Rescue Program, soliciting donations, fostering donor relationships and ensuring safe and timely pick-up of donations.
- Develops, coordinates and provides training, technical assistance, food safety guidelines and operating processes for participating stores and staff or partner agency pick-up drivers.
- Conducts donor visits with staff drivers and partner agency representatives to establish relationships with new stores.
- Creates consistency of outreach, store visits and training with retail partners.
- Works with operations and agency services departments to develop pick-up plans for staff or partner agencies and to resolve scheduling, pick-up or other issues.
- Works with donors to resolve product quality issues.
- Monitors retail food rescue reporting and communicates with partner agency representatives on timely receipting.
- Works closely with operations team to ensure professional and timely pick up of product donations that meet donor requirements
- Responds promptly to donor questions, requests or concerns. Works with other departments to resolve donor service or quality problems.
- Produce Program
The Food Resource Manager sources fresh produce from farmers, the Feeding America network, and other food streams as needed.
- Works with growers, packers, farmers markets and others in the agriculture industry to secure and maintain donations of fresh produce.
- Coordinates acquisition of produce from regional and national sources through the Midwest Produce Mixing Center.
- Works with volunteer services and community partners to coordinate gleaning efforts to pick large plots of produce.
- Works with Feeding America and the Minnesota cluster of food banks to share produce with food banks across the network.
- Works with the Perishable Product Coordinator to ensure there is no waste for donated and purchased produce.
- Food Purchase Program
The Food Resource Manager efficiently purchases food as needed for distribution to clients and partner feeding programs.
- Identifies vendors, assesses optimal market pricing and purchases nutritious product for the food purchase program, childhood hunger programs, healthcare programs, purchases for holiday or special initiatives and grants designated for food purchase.
- Determines quantity and timing of product purchases given current demand forecasts, inventory levels, historical product movement, acquisition lead times and inventory best practices.
- Responsible for purchasing budgets, complying with procurement/competitive bid policies and funder requirements.
- Partners with operations director, inventory manager and program and agency services team members on product demand, timely movement and opportunities to improve or grow purchased product levels.
- Inventory Management
The Food Resource Manager monitors perishable items to ensure minimal spoilage and prompt distribution.
- Develops processes, practices and tools for operations team members to inventory and report all perishable product at the time it is received.
- Informs volunteer services in advance about perishable product that will need to be sorted, packaged, boxed and/or labeled, including anticipated arrival and project completion date required for distribution.
- Establishes measurable goals to minimize perishable food waste and implement corresponding processes and practices that will result in achieving targets.
- Ensures systems are in place and followed to adhere to FIFO (first-in first-out) inventory practices.
- Ensures shortest possible time between receiving fresh produce and distributing it.
- Ensures regular cooler inventory counts are conducted and reconciled with computer tracking counts.
- Establishes quality standards and practices to ensure that unusable products are not placed into storage and/or allocated out.
- Tracks all perishable food spoilage and reason disposed of to determine how to reduce future waste.
- Provides outstanding customer service for any partner or client in regard to perishable product quality concerns.
Education, Experience and Requirements
Successful candidates for this position must hold a Bachelor’s degree in related field and have two years of experience in sales, food industry or customer service; or equivalent combination of education and experience. Valid driver’s license, ability to travel statewide and flexibility to attend occasional activities in evenings and/or on weekends required.
Skills and Competencies
- Strong communicator that possesses excellent written, oral and interpersonal communication skills
- Ability to develop strategic relationships with stakeholders
- Strong customer service skills and willingness to assist others
- Strong organizational skills and detail oriented, yet flexible with an adaptable personal style
- Ability to work in a fast paced environment with multi-faceted demands and deadlines
- Critical thinking and analytical skills to identify strengths and weaknesses of alternative solutions, conclusions or approaches to problems
- High proficiency with Microsoft Office applications
- Ability to build collaboration across teams and departments