Main Purpose 

Performing the day-to-day order processing 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 the day to day activities ensuring an efficient running of the Order processing activities in a particular supply office (coordination or project level) following the supply procedures according to MSF standards and protocols. Including the following activities: 

•          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

•          Processing all orders and requests and communicating regularly on their status with the initial clients: order received, approval stage, confirmation, RTS  monitoring, backorder, lead times, … and reporting problems to his line management

•          Communicating with local and international suppliers (status of order, claims) and reporting problems to line management

•          Performing delegated tasks according to his/her activity and as specified in his/her job description

 MSF Section/Context Specific Accountabilities 

·       Track and report on order status and service levels.

·       Maintain local and coordination purchase order records

·       Process orders according to MSF supply guidelines and policies.

·       Responsible for managing the ordering activity for the organization, including timely and accurate entry and processing of all orders received.

·         Processing all orders and requests and communicating regularly on their status with the initial requestor: order received, approval stage, confirmation, backorder, lead times, and reporting problems to his line management.

·        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.

·       Evaluate all complete purchase orders to maintain accuracy.

·       Preparing Bid analysis or comparison table of quotations collected from the local market.

·       Collecting signatures of the bid opening committee according to MSF guidelines and standard operating procedures.

·       Documentation of all procurement related documents according to Log Admin kits.·       Preparing monthly report of local purchases.

·       Preparing suppliers invoices on the A4 paper and making sure they are signed according to the organization’s authorization matrix.

·       Creating and processing purchase orders on Unifield after the validation of the bid analysis.

·       Timely follow up of all pending requests and orders from local market and coordination level.

·       Covering the gap when the purchasing officer is not on duty.·       Perform other clerical duties as needed, such as filing, photocopying, and scanning of documents.·       Performing delegated tasks by his/her line supervisor.    

-          Medical Coverage – Asper MSF Medical Policy

-          Hardship Allowance of:  5, 377     

Job Requirements

Requirements

Education

Essential, secondary education; commerce related studies desirable

Experience

•          Essential in supply chain management (minimum 2 years) and in organization of supply administration and procedures.

•          Desirable proven understanding of MSF Field Logistics (general knowledge of MSF equipment and kits in accordance to the nature of the project)

Languages                       

Mission language essential; local language desirable

Knowledge

Computer literacy

Competencies

•          Results and Quality Orientation L1

•          Teamwork and Cooperation L1

•          Behavioral Flexibility L1

•          Commitment.to MSF Principles L1

•          Service Orientation L1

•          Stress Management L2

How to Apply

Interested applicants should submit their non-returnable CV and application including photocopies of all supporting documents through this LINK Alternatively, MSF-Holland Project Offices or at MSF Holland Gambella office, Infront of Baro River beside Jinina Hotel