Purchasing Officer

Introduction about MSF:

Médecins Sans Frontières (MSF) / أطباء بلا حدود  is an international, independent, medical humanitarian organization that delivers emergency aid to people in 70 countries who are affected by armed conflict, epidemics, natural disasters and exclusion from healthcare. MSF offers assistance to people based on need, irrespective of race, religion, gender or political affiliation and our actions are guided by medical ethics and the principles of neutrality and impartiality.

We offer basic healthcare, perform surgery, fight epidemics, rehabilitate and run hospitals and clinics, carry out vaccination campaigns, operate nutrition centers, and provide mental healthcare. Our activities include the treatment of injuries and disease, maternal care and the provision of humanitarian aid. Where necessary, we set up sanitation systems, supply safe drinking water, and distribute relief to assist survival.

Main Objective of the position:

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 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 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 Context Specific Accountabilities:

• Assisting the line manager with preparation of the stock reports
• Supporting the storekeeper if required by the manager with the medical / logistic order preparation.
  • Being responsible for the supply database and the correct filing and archiving of the supply documentation in order to guarantee the availability and the coherence of supply data
  • Collaborating with team members during inventories for both medical (med) and logistics (log) involves working together to accurately count, record, and manage inventory levels
  • Being the backup of the supply manager during his absence if requested.
  • Supporting the supply manager in being the Central Warehouse's focal point in collaboration with the Coordination Warehouse Manager for security, access, cold chain room and contingency plan.

Requirements:

Education

Essential:  Essential: Bachelor’s degree in Business Administration, Supply Chain Management or a related field.

Desirable: Diploma in Commerce related studies

Experience

Essential: At least 2 years' experience in supply chain related jobs

Desirable: familiarity with sourcing and vendor management.

Knowledge                       

Good understanding of supply chain procedures and purchasing principles.

Required Proficiency in Microsoft Office, especially Excel (advanced knowledge preferred).

Competencies

Strong negotiation, communication, and interpersonal skills.

Commitment to MSF’s Principles, Behavioral Flexibility, Stress Management, Results and Quality Orientation, Service Orientation, Teamwork and Cooperation.