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

• The incumbent will perform specifically below task in MSFF coordination and to our various project sites
• Follow procurement procedures according to MSFF standards and protocol to perform on daily basis scheduled increasing purchasing activities of supply office.
• Update order processing tool with information on approved internal request as well as the purchases on daily basis.
• Inform SM verbally & in writing on market sources & trends, obtaining product prices and quality.
• Applying competitive information sharing, pricing conditions among different suppliers to ensure an efficiency in procuring of goods & services
• Providing up -to- date information of suppliers: items – price list of the supply office and informing the Supply Manager of all information/modification about the items and their prices.
• Requesting invoices and receipts without delays for all purchases and ensuring they are correctly filled.
• Ensure that all approved IRs numbers are sequence and accurate
• Check for correct item description & codes are used including budget lines on Internal request
• Follow the administrative and accounting procedures related to purchases, checking delivery notes and internal requests accurately to ensure reception of the items to the requester.
• Managing advances and ensure advance register is maintained.
• Ensure that all IRs numbers are sequence and accurate
• Assisting in the reception of items with the storekeeper when necessary
• Back stop for Supply Officer when gap exist.
• Archiving of all supply files and contracts.