Purchasing Officer (Internal MSF) at Medecins Sans Frontieres

Scope of Responsibilties and Accountabilties

• Performing the day to day purchasing activities in a particular supply office (coordination or project level) according to MSF protocols and standards in order to ensure an optimal running of the mission/ project.
• Performing on a day-to-day basis the purchasing activities of a supply office, analysing market sources and competitive pricing conditions among different suppliers to ensure an ongoing supply of goods, following the procurement procedures and according to MSF standards and protocols. Including the following activities:
• Constantly assessing the local market, seeking products and suppliers that offer the best value for money and negotiating prices to guarantee the best quality and pricing for MSF goods and commodities. Regularly updating the supplier-item-price data on the supply office and informing the Supply (Activity) Supervisor / Logistics Supervisor of all information or modifications to the data i.e. price, address, items available
• At the request of the line manager, obtaining different quotations from suppliers according to the MSF Purchasing policy and 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
• Managing the administrative and accounting procedures related to purchases: completing purchase orders, checking delivery notes (against orders), managing advances issued by the Finance Department, etc. Updating information on Purchase lists after purchases are made
• Assisting in the reception control process with the storekeeper
• Ensure that all purchasing files are closed and archived.
• Ensure that each customer receives information and status updates on their orders every weekend (Weekly Order monitoring)
• Produce monthly and quarterly purchasing reports and share them with line managers.
• Performing delegated tasks according to his / her activity and as specified in his/her  job description

Minimum Requirements

• Essential: Degree in Commerce, Supply, or related Course (or equivalent Degree).

Experience:

• Previous experience of at least two years in supply chain and/or related relevant positions, in MSF or other NGOs.
• MSF or INGO experience is an asset.

Languages

• English. (Knowledge of Hausa is an asset).

Knowledge

• Proficiency in Microsoft Word and Excel.

Competencies:

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