Purchasing Officer

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 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

• Collaboration with the users on a correct understanding of the needs.
• Sourcing the request from the correct source procurement or stock and creating purchase orders for the articles that are not in stock
• Timely and correct communication warehouse for the request that needs to be sourced from stock
• Collaboration and communication with the warehouse team for timely delivery
• Managing the administration and accounting procedures related to purchases. Completing purchase orders and checking delivery notes against orders. reception,
• Filling and archiving all relevant documentation with regards to internal requests and local purchase orders and supplier’s database according to MSF policies
• Sourcing the items according to MSF policies and guidelines, honoring the purchase frame agreement in place
• Communicating with the suppliers for timely and correct deliveries, within the agreed-upon lead times
• Requesting invoices, without delay, for all purchases, checking they are correctly filled.

Requirements
Education:

• Essential: A Bachelor’s Degree in Supply chain is highly desirable; commerce-related studies are desirable

Experience:

• Essential: 2 years working experience in supply chain-related jobs

Languages:

• Essential: mission language, local language Kanuri, Hausa Essential

Knowledge:

• Basic mathematics. Intermediate Excel skill essential, knowledge of working with ERP Unified is desirable.

Competencies:

• Result and quality orientated
• behavioural flexibility
• Commitment to MSF principles
• Stress Management
• Service Orientation
• Teamwork and Cooperation