LT03602 PURCHASING OFFICER

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

Education

Essential, secondary education; commerce related studies desirable

Experience

At least 2 years' experience in supply chain related jobs

Language Level Description

B1 Independent User

Threshold or intermediate

Can understand the main points of clear standard input on familiar matters regularly encountered in work, school, leisure, etc.
Can deal with most situations likely to arise while travelling in an area where the language is spoken.
Can produce simple connected text on topics that are familiar or of personal interest.
Can describe experiences and events, dreams, hopes and ambitions and briefly give reasons and explanations for opinions and plans.

Technical Skills

Transport

UNDER SUPERVISION

Able to read incoming transport documents and to write outcoming transport documents

Capacity to detect anomalies at the moment of reception and to declare a claim.

Customs

UNDER SUPERVISION

Be informed of importation constraints and lead time.

Procurement

AUTONOMOUS

Able to bargain prices and the sell's conditions

Able to compare quotations

Able to make basic contracts.

Supply IS

UNDER SUPERVISION

Able to use supply software with regards to their activity.

Customer Service Management

UNDER SUPERVISION

Able to understand priority and constraints of the customer.

Transversal Competencies

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Commitment to MSF’s Principles

Demonstrates knowledge of and accepts MSF’s principles

Respects the choices made by the organisation.
Has basic knowledge of MSF’s mission and main activities.
Respects and accepts the medical ethics and principles of MSF.
Knows the difference between MSF’s activities and those of other NGOs and actors.

Behavioural Flexibility

Accepts changes

Accepts changes without knowing the full reasons for them.
Accepts new ideas in a positive way.
Positively accepts changes in his/her environment.
Accepts arguments opposed to his/her own.
Is willing to listen and to take on new tasks in his/her job.

Stress Management

Manages own stress

Expresses awareness of his/her own stress level.
Is able to identify causes of his/her own stress and/or asks for help in detecting them.
Is able to express to others his/her personal stressors at an appropriate time without overwhelming them.

Results and Quality Orientation

Performs his/her work

Knows objectives of the job.
Defines tasks to achieve objectives and establishes a working plan.
Reviews and checks his/her work to detect mistakes and to correct them immediately.
Values high-quality work.

Service Orientation

Knows and understands clients’ needs and interests

Identifies and has a clear understanding of who the client to be served is.
Identifies clients’ needs and concerns, and provides them with useful information and quick solutions.
Listens to clients and asks them questions to determine their needs and motivations.
Gets to know how the rest of the team works.

Teamwork and Cooperation

Acknowledges the importance of teamwork and cooperation

Is responsible for his/her work because he/she knows the repercussions it has on the team or on others.
Establishes and maintains good working relationships with colleagues, is accessible and listens to others.
Cooperates with the team and supports decisions made.
Demonstrates a predisposition to work with others and gives help when asked.
Acknowledges there are common goals as well as individual objectives deriving from the personal plan of action.

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