PURCHASING OFFICER

The main purpose of the Position

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, 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. Inclusion 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

MSF Section/Context-Specific Accountabilities:

• Mastering the internal request system:
  • Making sure that MSF Codes are stated properly in all intermal requests and field oders.
  • Making sure that all intermal requests and field oders are received on agreedupon schedules and with feasible delivery lead time.
  • Making sure all departments and projects have clearly understood how to make an intermal request or field oder.
  • Making sure that proper care is given to the IR system checklist so that mistakes will be avoided.
• Develping standard lists and procurement calendars:
  • Develop standard list for all the families of items sourced locally.
  • Share the developed list to the responsible departements and projects for inclusion and ommision of items.
  • Stick to the developed standard list during all sourcing endavours.
  • Work with the supply departement in the developing of procurement calendars for the all families to which items were standardized.
  • Make sure that procurement calendars of projects is also put into consideration when working on the mission procuremenet calendar.
  • Strictly adhere to the procurement calendar during all sourcing and procurement processes.
• Develop supplier and products data base:
  • Make sure that all the suppliers with whom MSFOCB has a supplier relationship are tracked in accessible supplier database with all the necessary information registered constantly.
  • Make sure that contracted suppliers are tracked for delivery lead times, satisfactoriness of items, price fluctuations and respectfulness to MSF Charters.
  • Make sure that ball sourced and procured products are registered and updated for price changes constantly.
• Develop alternative sourcing methods of suppliers:
  • Do a market assessment from time to time to look into alternative markets and suppliers for all families of products.
  • Develop new methods of supplier contacts such as emailing or making phones calls.
  • Make sure to inform and include all technical responsible in the sourcing processes of all items with technical specifications.

Required Qualifications and Professional Experience

Education: 

• BA/BSc in Procurement and Supplies, Logistics, Marketing or related course.

Experience:

• At least 2 years’ experience in supply chain or purchasing role in a reputable organization.

Language: 

• Essential mission working language (English) and local language.

Competencies:

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