Latest Vacancies at Medecins Sans Frontieres (MSF)

Main Purpose

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 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. 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 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

• Act as backup for Supply Chain Officer and Storekeeper.
• Create In Kind donation orders/ Purchase Orders

Requirements

Education

• Essential: Diploma/Degree in Supply chain related studies

Experience

• At least 2 years' experience in supply chain related jobs

Language

• Essential mission working language and local language

Competencies

• Results and Quality Orientation, Teamwork and Cooperation, Behavioural Flexibility, Service Orientation , Stress Management.

Application deadline:  20th MARCH 2023

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GENERAL OBJECTIVES

The Resource Manager provides managerial oversight and guidance for the correct planning, management and allocation of Tembo resources for Tembo’s projects and social mission. Directly accountable to the Tembo Director, and in close collaboration with the Tembo Management Team s/he is responsible for coordinating and executing Tembo financial planning, reporting and analysis, ensuring optimal utilization of a Tembo’s resources, maintaining a true accounting register, control, and compliance with OCBA & MSF International financial policies.

The Resources Manager is responsible for defining, planning, and monitoring the Tembo HR Strategy in line with MSF/OCBA HR policies. S/he ensures the HR capacity required, sizing and improving people capabilities, contribution, and active participation in order to achieve mission goals effectively. The Resources Manager advises on how to optimize investments in projects as a means to achieving annual targets and the Business Case goals and use data analytics to assess risks, opportunities, sustainability, financial and long-term impacts on the organization, in order to determine viability of individual projects and mid-long term Tembo’s sustainability through the proposal and development of Tembo Cost model.

MAIN FUNCTIONS, RESPONSIBILITIES AND TASKS

• Work closely with the Tembo Management Team on planning and allocating resources for services and projects, creating, and updating a resource plan.
• Responsible for the planning and definition of the organizational setup of the Tembo project. S/he supports the identification of the optimum setup in order to properly achieve Tembo strategic objectives.
• Help to determine Tembo’s demand for resources, ensuring its capacity, best organizational set up and staff appropriateness to meet Tembo strategic objectives. Helps to assign employees to project’s tasks (in accordance with their skillsets, previous experience, and availability), and participating in the hiring process.
• Review the resource plan, identify availability issues, and provide proposals to resolve, closely working with the Portfolio Manager and the rest of the MT, making sure that Tembo’s resources have capacity to work on current and upcoming projects.

Accountable for the overall finances of Tembo

• Designs Tembo financial strategy and planning. Guarantees accuracy of the forecasting exercises in collaboration with the OCBA Finance Department.
• Responsible for budget preparation, control, and follow-up in line with OCBA hosting financial policies, procedures, and tools.
• Supports and coaches the managers in budget definitions and actuals follow up.
• Actively seeks to optimize resources, supporting project budgets and forecast, managing assets and Tax exemptions and procurement.
• Supervises accounting, ensuring all income and expenses are compliant with the right projects and services. Guarantee that all invoicing to/from the various sections and providers are accurate.
• Elaborates and evolve financial analyses in relation to the Tembo financial agreements with partners and donors: Service Level Agreements, Grants and Statements of work.
• Is the direct financial interlocutor with OCBA financial department, the International Office and the TIC.

Propose the Tembo Cost Model for the Long-term sustainability

• Identify the financial opportunities within the RSA´s mechanisms. (keys, sections…).
• Propose alternative financial models’ scenarios, calculations, and arguments.
• Define an accountability system that will ensure that the agreed principles are respected (checks & balances) - minimizing bureaucracy and optimising transparency.
• Propose the most appropriate governance and roadmap to place a proposal (bodies, mechanisms, timeline in the year…).

Responsible for all HR aspects of the project, ensuring they are aligned with MSF HR policies

• Responsible for of the adaptation, implementation and follow up of MSF HR policies, procedures and toolss in Tembo.
• In collaboration with the MT define the optimal HR strategy and setup to properly achieve Tembo strategic objectives, ensuring effective and efficient staffing to meet services and project needs across Tembo, documenting processes and maintaining records.
• Provides managerial oversight and guidance to the day-to-day Human Resources (HR) activities and tasks (all employee-related issues, such as recruitment, on boarding and termination/exists, coaching/mentoring, etc.).
• Coordinates all Tembo’s recruitment processes, in coordination with Tembo managers and in collaboration with OCBA HR team.
• Supervises and effective onboarding, induction and orientation of the Tembo staff.
• Plan learning and development opportunities for Tembo staff as well as implementation and follow up of performance evaluation.
• Guarantees alignment with OCBA HR department regarding staff training, compensation and benefit planning, payroll administration, and hiring new staff for projects, overseeing standardized HR processes throughout Tembo and assisting in the development of localized procedures as required.
• Focal point for Prevention of Harassment, Discrimination, Sexual Exploitation and Abuse (PHSEA) across Tembo.
• She/he manages conflicts within the team, whenever they appear and provides mediation.

SELECTION CRITERIA

• University Degree in Business Administration, Finance, HR or similar.
• 5 years in FIN/HR leadership positions within MSF.
• Knowledge of SAP, HRIS, Power BI.
• Experience in team coordination and management.
• Desirable experience in other support functions, procurement, IT.
• Desired experience in Business Services.

Application deadline: 22nd MARCH 2023