Order Processing Officer at Medecins Sans Frontieres (MSF)

Start date: October 2021

Length of contract: 12 months fixed term contract (based on a three-month probationary period)

The selected candidate will be reporting to the Logistics Manager

Main Purpose

Performing the day to day order processing activities in the supply office according to MSF protocols and standards in order to ensure an optimal running of the mission/project.

Accountabilities

Performing the day to day activities ensuring an efficient running of the Order processing activities in the supply office (coordination or project level) following the supply procedures according to MSF standards and protocols. Including the following activities:

• Responsible for the supply database and the correct filing and archiving of the supply documentation in order to guarantee the availability and coherence of supply data.
• Processing all orders and requests and communicating regularly on their status with the initial clients: order received, approval stage, confirmation, RTS monitoring, backorder, lead times and reporting problems to line management.
• Communicating with local and international suppliers (status of order, claims) and reporting problems to line management.
• Management and follow-up of international orders (medical & logistics) processed by MSF Logistics Bordeaux and MSF Swiss Geneva Headquarters.
• Management and follow-up of local purchases (medical & logistics) handled by Supply Unit including justification and processing of Supply Unit invoices.
• Management of local purchases as per OCG internal requirements including justification and processing invoices.
• Responsible for UF database management which includes regular updating of documents that assures the intergrity of the data.
• Prepares monthly coordination data report that includes UF purchasing data as well as stock and freight data provided by Supply Chain Supervisor.
• Performing delegated tasks according to his/her activity and as specified in his/her job description.

Requirements

Education: Essential, secondary education; commerce related studies desirable

Experience: 

1. Essential in supply chain management (minimum 2 years) and in organization of supply administration and procedures.
2. Desirable proven understanding of MSF Field Logistics (general knowledge of MSF equipment and kits in accordance to the nature of the project)

Languages: Mission language essential; local language desirable

Knowledge: Computer literacy

Competencies: Results and Quality Orientation

• Teamwork and Cooperation
• Behavioural Flexibility
• Commitment.to MSF Principles
• Service Orientation
• Stress Management