Main Purpose

Carrying out purchases of a supply office according to MSF standards and protocols in order to ensure an ongoing supply of all sorts of goods

Accountabilities

·              Carrying out the purchases of a supply office on the basis of purchase documents issued by the line manager and managing the administrative and accounting procedures related to purchasing.

·              At the request of the line manager, obtaining different quotations from suppliers according to the MSF Purchasing procedure. Below an agreed threshold, directly assessing the local market, seeks products and suppliers that offer the best value for money, and negotiates prices.

·              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.

·              Regularly updating the supplier-item-price data on the supply office. Informing the Supply Activity Supervisor  or Logistics Manager of all information or modifications to the "item-supplier" data: price, address, items available….

·              Managing the administrative and accounting procedures related to purchases: completing purchase orders, checking delivery notes (against orders), advances issued by the Finance Department,etc. Updating information on purchase lists after purchases are made

·              Assisting in reception control process with the storekeeper and supply activity supervisor

MSF Section/Context Specific Accountabilities

·        Review submitted requisitions to verify that appropriate approvals and authorizations have been obtained prior to entering the purchasing process.

·        Collect and compile quotations, bids, specs, ect for review and documentation.

·        Identify and advise the best source to obtain needed materials based on price, availability and quality needs.

·        Prepare and process purchase orders and verify pro forma invoices and order confirmations for accuracy.

·        Maintain database of historical purchasing data for Mudug Project purchases.

·        Ensure that processed orders are filed for reference once the order is satisfactorily complete.

·        Maintain the MSF Archiving system and ensure all relevant procurement documents are properly archived as per the MSF LogAdmin.

Education

·        Essential, 2/3 years Diploma Certificate. Bachelor Degree desirable.

Experience

·        Essential At least 2 years in NGO supply & procurement related jobs. MSF Experience desirable.

Language

·        Essential: proficient in English and Somali languages.

Knowledge

·        Essential, proficient in Microsoft Office (Excel, Word). Desirable, Experience with procurement software or ERP systems

Competencies

·           Results and Quality Orientation L1

·           Teamwork and Cooperation L1

·           Behavioural Flexibility L1

·           Commitment to MSF Principles L1

·           Service Orientation L1

·        Stress Management. L2