Purchasing Officer at Medecins Sans Frontieres

Main Purpose

• 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.

Main Duties and Responsibilities

• Performing on a day to day basis of the purchasing activities of a supply office, analysing 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:
  • 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
Order Processing:

• Processes all Internal request and Field Orders and communicates regularly on their status with the initial clients-order received approval stage, confirmation, rts and monitoring lead times and reports any problems to his line manager and relevant stakeholders
• Ensures coherence between quantities in purchase documents with quotations and invoices.
• Timeous encoding of received Internal requests from User Departments, consolidation, processing and communicate the Delivery Out with the Warehouse Team.
• Ensure all internal request received in supply are fully validated by budget holder before proceeding with purchase or destocking process.
• Proper filing and archiving of supply procurement documents using best practice (checklist) to ensure easy accessibility, security of documents, transparency and follow up purposes.
• Ensure all medical and logistics local purchases orders are generated timeously and fully validated before communication with suppliers and follow up of delivery is affected according to the agreed lead time with suppliers.
• Ensure selection of suppliers is based on the Framework Agreement, Validated Suppliers List, Med Product Mapping with appropriate CBA ranking and derogation form where possible.
• Timeous follow up on suppliers’ invoices payments according to deliveries received and settlement of open advances purchases with Finance department.

Reporting:

• Ensure IR and Field Order follow up are generated as per agreed timing, template and shared with user departments and projects with full information.
• Monthly updating of Key Performance Indicators for supply.

Supply Database Management:

• Ensure proper encoding of internal Requests and updating current status accordingly, any cancellation of documents in UF should be actioned timeously with proper justification.
• Backorders on Open orders should be continuously followed and communicated with user departments for possible action in collaboration with Line Manager.

Minimum Required Skills and Qualifications
Education:

• Essential, Secondary Education; commerce related studies desirable

Experience:

• At least 2 years' experience in supply chain related jobs

Languages:

• English language essential.