Purchasing Officer at Medecins Sans Frontieres

Main objective and responsibility

• 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

Accountabilities

• Performing on a day to day basis the purchasing activities of a supply office, analyzing market sources and competitive pricing conditions among different suppliers in order 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 in order to guarantee the best quality and pricing for MSF goods and commodities. Regularly upda-ting the supplier-item-price data on the supply office and informing the Supply (Activity) Officer / 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 reception control process with the storekeeper
• Performing delegated tasks according to his / her activity and as specified in his/her job description.

MSF Section / Context Specific Accountabilities

• Carries out the purchases of a supply office on the basis of purchase documents issued by the line manager and manages the administrative and accounting procedures related to purchasing.
• Constantly assess the local market, seeks products and suppliers that offer the best value for money, negotiates prices.
• At the request of the line manager, obtains different quotations from suppliers according to the MSF Purchasing policy
• Place purchase orders to pre-selected suppliers with whom prices have been agreed.
• Request invoices or receipts, without delay, for all purchases, check they are correctly filled and translate information written in local language before aproval.
• Regularly updates the supplier on item, price, data on the supply office
• Manage the administrative and accounting procedures related to purchases: complete purchase orders, check delivery notes (against orders), etc.
• Manages the advances issued by the Finance Department.
• Assists in reception control process with the storekeeper and storekeeper assistant.
• Update information on purchase lists after purchases are made.
• Informs the Logistics Manager of all information or modifications to the “item-supplier” data: price, address, items available.

Requirements

To apply for this role applicants MUST meet the following criteria:

• Education: University Degree essential; Diploma in Supply Chain, Purchasing desirable
• Experience: At least 2 years' experience in supply chain related jobs
• Languages: Mission language essential, Hausa language desirable
• Knowledge: Computer literacy.

Competencies:

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