Jobs at Medecins Sans Frontieres (MSF) - WaCA

Job Description

• Supervising materials and goods orders and dispatch in order to ensure its rational use.
• Receiving orders and deliveries, identifying, and reporting potential discrepancies against cargo manifest or others. Stores materials in accordance with the system in force in order to ensure continuous availability.
• Updating and/or creating stock cards for all stock items immediately after reception of goods. Checking the received cold boxes and controlling the cold chain-monitoring card.
• Storing materials in accordance with the system in force in order to ensure continuous availability ensuring that all items are well organized and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.).
• Monitoring the store temperature and ensuring Cold Chain items are stored in an adequate temperature. Keeping a special control of “sensitive” goods: numbers of lots, expiry dates, packaging, and special storage conditions.
• Preparing orders on time before sending goods, and packs (according to transport means) weighs and labels freight with corresponding shipping number, destination, number of shipping units, waybill number, weight, and mode of transport in accordance with the line manager’s instructions.
• In conjunction with the line manager, performing physical stock counts in accordance with the frequency previously defined. Following up stock levels with regards to alarms thresholds, stock out and expiry dates.
• Controlling warehouse limited access to authorized personnel and ensuring doors and other exits are secured. Immediately informing the line manager of any problems arising in the course of the work, particularly with regard to damage, loss, attempted break-ins or theft in the warehouse.
• Assisting the line manager with preparation of the stock reports.
• Ensure that all necessary information is correctly and fully recorded on the stock cards: MSF code, batch number, expiry date, date of receipt or delivery, stock balance (incoming/outgoing), receipt and delivery document reference numbers.
• Report any maintenance issues in the warehouse to the line manager.
• Perform any other duties as may be required from time to time.

Requirement

• Candidates should possess an OND qualification.

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Job Description
Performing on a day-to-day basis 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:

• 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.
• Collect purchase requests (local order sheets) from the line manager and/or technical adviser or from the IR box.
• Seek products that offer good value for money, negotiate the best prices, clarify requests where necessary and complete purchase orders.
• When a quotation is requested (noted on the order sheet), obtain at least three quotations (in sealed envelopes) from local merchants or tradesmen, with all the necessary information: price, description of the goods, name and address of the supplier, registration and Tax identification Numbers (TINs).
• Prepare comparative bids analysis for the evaluation committee.
• Check that receipts/invoices are correctly completed, in accordance with the recommendations of the Finance Department, in particular: writing in pencil the final destination of the goods as per the order sheet and providing.
• Update prices/quality (monthly) and recommend the cheapest or best purchases to the line manager and technical adviser.
• Performing delegated tasks according to his / her activity and as specified in his/her job description.
• Perform any other duties as may be required from the line manager.

Requirement

• Candidates should possess an OND qualification.