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.

Job Description

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 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 reception control process with the storekeeper.
• Performing delegated tasks according to his / her activity and as specified in his/her job description.
• Follow up suppliers to ensure that items are delivered at the right time and at the right place.
• Procurement: Responsible for purchase management, in particular the follow up of purchases, preparation, together with the Line Manager, market assessments, contracts and supplier evaluations and communication with local suppliers for the status of purchase orders, claims and complaints.
• Together with the Supply Chain Officer determining the purchase planning according to the incoming requests / orders, product availability (shortages/surpluses), delivery times, budgets and other relevant factors.
• Correct filing and archiving of the supply documentation in order to guarantee the availability and the coherence of supply data.
• Communicating regularly on their status with the initial clients: order received, approval stage, confirmation, RTS monitoring, lead times, and reporting problems to his line management.
• Create and update the consumable/non consumable item standard lists.

Requirements

• Education: Essential, secondary education; commercial related studies desirable.
• Experience: At least 2 years’ experience in supply chain related jobs.
• Languages: Fluent English (oral and written English), Hausa, Kanuri are Essential.
• Knowledge: Essential computer literacy (word, excel).
• Competencies:
  • Results and Quality Orientation L1
  • Teamwork and Coopération L1
  • Behavioural Flexibility L1
  • Commitment to MSF Principles L1
  • Service Orientation L1
  • Stress Management L2