Order Processing Officer at Medecins Sans Frontieres (MSF)

Main Purpose

• The order processing officer is the first point of contact between SKID and the projects/coordinations supported. He/she receives and manages all orders sent by projects and coordination offices to SKID. After quality check, he/she dispatches these orders to warehouse or procurement team for further treatment. He/she remains in charge of following-up advancement on those orders.

Accountabilities

• First point of contact for all communication relating to order requests received from the projects/ coordinations.
• Responsible for follow-up of orders sent by projects and coordinations (sourcing from procurement or from warehouse).
• Responisble for encoding all international purchase orders.
• Responsible for management of product codes on behalf of the projects and coordinations.
• Developing and maintaining good working relationship with supply responsible from projects and coordinations, through regular and proactive communication.
• Assisting and supporting the supply responsibles of projects and coordinations on orders preparation and management
• Be in constant communication with SKID warehouse and procurement teams to follow-up advancement of orders (picking, purchasing, reception, dispatch,…)
• Filling and archiving essential documents on share point as well as physical files as per MSF policies.
• Keeping all orders up-to-date in the ERP used by SKID (UniField) with relevant information such as dates and locations.
• Reporting directly any issue, delay or bottleneck related to orders to his/her supervisor.
• Preparing and sharing weekly reports detailing situations of each order.
• Performing delegated tasks according to his/her activity and as specified in his/her job description.

Requirements

• Education :Minimum Diploma in supply/Logistics management
• Experience: Essential in supply chain management (minimum 2 years) and in organization of supply administration and procedures.
• Desirable proven understanding of MSF supply processes

Languages

• English and Kiswahili

Knowledge

• Essential Computer literacy, Excel
• Desirable UNIFIELD knowledge or ERP software

Competencies

• Excellent communication skills
• Excellent organization skills
• Service oriented
• Teamwork, cooperation
• Results and quality orientation
• Multi-tasking
• Flexibility
• Stress management