Purchasing Clerk at Medecins Sans Frontieres

Level: 04

Main Purpose

• Carrying out purchases of a supply office according to MSF standards and protocols in order to ensure an ongoing supply of all sorts of goods.

Job Description

• Carrying out the purchases of a supply office on the basis of purchase documents issued by the line manager and managing the administrative and accounting procedures related to purchasing.
• At the request of the line manager, obtaining different quotations from suppliers according to the MSF
• Purchasing procedure. Below an agreed threshold, directly assessing the local market, seeks products and suppliers that offer the best value for money, and negotiates prices.
• Placing purchase orders to pre-selected suppliers with whom prices have been agreed.
• Requesting invoices or receipts, without delay, for all purchases, checking they are correctly filled and translating information written in local language before approval.
• Regularly updating the supplier-item-price data on the supply office. Informing the Logistics or Supply
• Supervisor and Log Co/ Logistics Manager of all information or modifications to the "item supplier" data: price, address, items available.
• Managing the administrative and accounting procedures related to purchases: completing purchase orders, checking delivery notes (against orders), advances issued by the Finance Department. Updating information on purchase lists after purchases are made.
• Assisting in reception control process with the storekeeper and supply activity supervisor.

MSF Section/Context Specific Accountabilities

• Follow ollow procurement procedures according to MSFF standards and protocol to perform on daily basis scheduled increasing purchasing activities of supply office.
• Update order processing tool with information on approved internal request as well as the purchases on daily basis.
• Applying competitive information sharing, pricing conditions among different suppliers to ensure an efficiency in procuring of goods & services
• Providing up -to- date information of suppliers: items – price list to the supply office and informing the Supply Responsible of all information/modification about the items and their prices.
• Requesting invoices and receipts without delays for all purchases and ensuring they are correctly filled.
• Ensure that all approved IRs numbers are sequence and accurate
• Check for correct item description & codes are used on Internal request
• Managing advances and ensure advance register is maintained.
• Assisting in the reception of items with the storekeeper when necessary
• Perform as the backup of the Supply Officer / supervisor when gap exist.
• Archiving of all supply files and contracts

Requirements
Education:

• Diploma in Supply Chain Management

Experience:

• At least two years in supply chain / Logistics related jobs preferably in INGO

Language:

• English and Hausa Languages Fluently written and spoken

Competencies:

• Commitment to MSF Principles, Behavioural Flexibility, Stress Management, Results and Quality Orientation, Teamwork and Cooperation, Service Orientation.

Contract:

• 208 working hours per month.

Renumeration

• As per MSF salary scale (National contract).