Job Description

Médecins Sans Frontières (MSF), is an International Humanitarian Organization providing medical aid to populations in distress, victims of natural and manmade disasters and victims of armed conflict, regardless of race, religion and political believes. For more information, visit our Arabic website, www.msf-me.org

Médecins Sans Frontières Belgium in Yemen mission is looking for Yemeni nationals to recruit for the Purchasing Officer position.

Location: Aden Coordination Office
Contract duration: Six months renewable 
Contract type: Full time contract 
Reporting to: Procurement Supervisor / Supply Chain Team Leader

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 mission/ project

Accountabilities:

• Performing on a day to day basis the purchasing activities of a supply office, analyzing market sources and competi-tive pricing conditions among different suppliers in order to ensure an ongoing supply of goods, following the pro-curement 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 / Logis-tics 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 Purchas-ing 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:

Procurement responsibilities:

• - Submit RFQs (Requests For Quotations) and collect the quotations based on the Line Manager request 
• – ensuring that the RFQs are filled with all the info requested and that the information are coherent with reality.
• - To compile the CBAs if requested by the Line Manager.
• - Enlarge the market research whenever possible – making sure to bring new potential suppliers in the bids.
• - Negotiate with Suppliers to ensure that the best price/quality is found in the market, relating to the clients   needs/requests.
• - Inform the Line Manager about the market in case of change of trends, huge discrepancies (meaning prices, availability of supplies, etc.) 
• - Organize meeting with Suppliers and Line Manager for negotiation.
• - Provide the information whenever needed for the Line Manager to prepare a default of procedure.
• - Prepare the “Advance Request sheet” in order to get an advance from the finance – making sure to write down the PL/PO/PU number.
• - Explain to any suppliers the MSF rules and the Goods Purchase Conditions of MSF.
• - Maintain the Purchase Order Follow-up up to date at least once a week if requested by the Line Manager.
• - Support the Line Manager/Procurement Manager whenever needed to assess the market, find new sources and report any challenge with existing contracts.

Communication with Suppliers/Supply team/Requestors:

• - Collect signature on the PO/PL/PU of the relevant person based on the Validation Purchase Level. If the validation should be obtained by email – make sure to attach the mail validation to the PO/PL/PU with the following detailed information (PO/PL/PU number, total number of lines, total amount).
• - Inform the Suppliers about any purchases in order to have the items ready to be delivered/released at the convenient time.
• - Inform the warehouse team of the arrival of the items delivered directly by Suppliers and make sure the Storekeeper as a copy of the PO/PL/PU and a copy of the Reception Control.
• - In the case – the items are brought directly by the Purchaser – sign on the Delivery Note of the supplier (if any).
• - Prepare Invoice payment to Finance – ensuring that the invoice has all important information on it (GST, Date, signature, stamp, currency, details of the items/prices/quantity/specification, PO/PL/PU number, contract number if related to an existing contract, delivery note if any and that the Reception Control has been properly signed.

General responsibilities, Supply Data, Document Flow, Archive:

• - Ensure that the shared information and documents are constantly updated on the Procurement’s shared folders online.
• - Follow the Processes and Standard Operating Procedures set in the Supply Guidelines document. To support the SupplyCo in mantaining the Supply Guidelines updated. Propose eventual modifications and improvements to the document.
• - Respect the document flow system (tray system if in place) in order to ensure that all documents are correctly located and ease the follow-up.
• - Respect the Archive system in place in the mission.
• - Collaborate with all the Supply team to enhance the use of Unifield. To ensure that the Procurement related data on Unifield are managed and updated with accuracy. Unifield Purchase Dashboard is daily updated if requested. No leftovers of documents and activities without a specific and valid reason.
• - Relating to the activities mentioned in this Job description, support the Projects on their activities when needed.
• - Report to the Line Manager and the Supply Coordinator the challenges faced during his work.
• - In case of emergencies, to perform any other activity requested for the good flow of the Supply processes.

Education    (Essential, secondary education) preferable bachelor’s degree
Experience    (previous working experience with MSF or NGO’s) desirable
Languages    Essential good level of written and spoken Arabic and English

Knowledge    

• Basic mathematics and use of measuring equipment. Computer literacy. 
• Good knowledge of Microsoft Excel.