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 to ensure an optimal running of the mission/project.

Job Description
Performing the day-to-day purchasing activities of a supply office, analyzing 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 in 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 the 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.
• Archiving all supply documents accordingly.
• Processing specific purchases in UNIFIELD for another project, e.g., Katsina or Jahun.
• Teamwork with the supply team.
• Sourcing materials, goods, products, and services and negotiating the best or most cost-effective contracts and deals.
• Tracking orders, reminding suppliers, and ensuring timely delivery.
• Updating and maintaining records of all orders, payments, and received stock.
• Analyzing data to determine which suppliers offer the best value for products and services.
• Performing delegated tasks according to his/her activity and as specified in his/her job description.

Requirements
Education:

• Essential: University Degree
• Desirable: Commerce-Related Studies

Experience:

• Essential: 2 years’ experience in supply chain-related jobs

Languages:

• Essential: Fluency in English
• Desirable: Any local language

Knowledge:
Computer: Essential Literacy in Microsoft Packages (Word, Excel, Outlook)
Competencies:

• Results and Quality Orientation L1
• Teamwork and Cooperation L1
• Behavioural Flexibility L1
• Commitment to MSF Principles L1
• Service Orientation L1
• Stress Management L2

Contract:

• 208 working hours per month and roster flexibility required.

Remuneration

• According to MSF salary scale (Level 5) plus 13th-month allowance equivalent to 1 month of gross salary.