Global Procurement Processes and Systems Manager at Medecins Sans Frontieres (MSF)

PURPOSE OF THE JOB

• The overall objective of this position is to ensure the availability of adapted global procurement resources (processes, tools, systems, reports, etc.) to support all MSF entities in the implementation of their procurement activities to increase efficiency, quality and accountability on procured goods and services, while reducing risks.

KEY ACCOUNTABILITIES

Ensure that global procurement process and systems strategy responds to the needs of MSF entities and is in line with the strategic objectives of the Global Procurement Unit.

• Together with your team and the GPU heads of global direct, indirect and field procurement, establish the right channels of communication and processes to capture the needs from the different entities (usage and satisfaction level on existing resources, priorities for new process or systems development etc).
• Based on these needs and on the strategic objectives of the GPU, formulate with your team strategic priorities to enhance procurement processes and systems across the MSF movement (new processes to be developed, system to be toll out etc).
• Operationalise these strategic priorities into an action plan. Anticipate risks, resources and stakeholders to be engaged.
• Define, monitor and analyse the key indicators to follow your activity. Identify improvement areas and capitalize on them.

Lead the team working on global procurement processes and systems, coordinate and ensure coherence between the different activities managed by them.

• Set the working framework for your team. Bring them together around a common vision and objectives of the activities under your responsibility.
• Accompany each member of your team in order to improve their contribution to the common objectives and promote their professional development.
• Promote a working environment that takes into account diversity of approaches and encourages trust and collaborative work. Regulate individual and collective tensions.
• Put forward the work stakes of the processes and systems team to the other teams in the GPU and the different MSF entities.

Foster collaboration between your team, the other teams working in the GPU (direct, indirect, field, etc.) and the procurement stakeholders working in the different entities.

• Know the main actors and key stakeholders for your activity. Develop and mobilise a network required to smoothly carry out the activities under your responsibility.
• Develop and maintain a smooth flow of communication and feedback on the global processes and systems activities to keep your stakeholders up to date and capture their feedback and areas of improvement.
• Ensure that the different working groups and project teams mobilized on the development of specific procurement resources (processes, tools, systems, reports) are running smoothly and in a coordinated way.

Plan and manage the resources allocated to the activities under your responsibility.

• Participate to the construction of the budget necessary for the running of the activities under your responsibility.
• As a team, discuss the HR needed in terms of number and profile (profession, experience, complementarity with other team members) in order to achieve a team composition adapted to the needs of your activities.
• Conduct recruitment interviews and select your team members according to previously established criteria and MSF recruitment policy.
• Ensure the proper use and monitoring of the resources made available for the activities under your responsibility.

PROBLEM-SOLVING

• Inside the frame of the strategic orientations of the GPU validated by the ESCC, autonomy to develop the strategy for procurement processes and systems across all MSF Entities to respond at best to MSF global needs.
• Capacity to operationalize this strategy in action plan in coordination with all MSF entities involved.
• Being able to coordinate and work transversally with 6 OCs and 3 ESCs and influence decision makers of all entities involved (Heads of procurement and supply of the 3 ESCs and 6 OCs).

DIMENSIONS

• 2-5 team members directly managed.
• 5 to 10 projects to coordinate.

Job requirement

Technical knowledge

• Bachelor’s degree in business, with ideally a specialization in purchasing or project management, or a combination of relevant education and professional experience.
• 5+ years of experience in Procurement or Supply-related function and 2+ years in process improvement.
• Proven experience with people management.
• Direct work experience in a complex multi-entity’ organization.
• Experience in global contracting and negotiations.
• Experience in MSF is an asset.
• Experience in project management is an added value.

Planning and organising

• Excellent strategic planning and analytical skills.
• Strong organizational skills, ability to handle multiple priorities at one time.

Communicating and influencing

• Demonstrate independent initiative, drive for change, improvement and innovation.
• Excellent communication skills, assertiveness negotiation and influencing skills.
• Ability to work in a cross-cultural and cross-functional environment.
• Team player with strong customer orientation.

Practical requirements

• Proficiency in standard office tools including Word, PowerPoint, Excel and data management.
• Fluent spoken and written English. Good command of French is a strong asset.