Purchasing Officer at Medecins Sans Frontieres (MSF)

Main Purpose

Performing the day to day purchasing activities in a particular supply office (SKID) according to MSF protocols and standards to ensure an optimal running of the mission/ project 

Accountabilities

Performing on a day-to-day basis the purchasing activities of a supply office, analyzing 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 approvalManaging 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
• Preparing procurement document according to validation table of MSF SKID.
• Encoding and preparing Purchase Order (PO) in MSF ERP system (UniField)
• Regularly archiving all the procurement related files according to the MSF Switzerland policy and guideline.
• Working hand in hand with Order Processing Officers to compile Internal requests (IR) & Field Orders (FO)
• Sourcing supplier for regularly consumed/ replenishment items.
• Any other duty delegated by line manager from time to time.

Requirements

Education

• Essential: Degree/ Diploma in Procurement/Supply Chain Management.

Experience

• Essential: At least 2 years' experience in supply chain related jobs specifically in procurement.
• Desirable: Proven experience in MSF or other NGOs in developing countries.
• Experience in Supply UNIFIFELD ERP system is desirable.

Languages English & Kiswahili

Knowledge Computer literacy (Excel, Outlook, ..) UniField

Competencies

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