Job Description
Purchasing Officer for “Emergency Intervention” project
Position status: Full-time
Location: Sana’a, approx. 80% of time deployed in different
governorates
Contract duration: up to 31.12.2025 with possibility of renewal.
Doctors Without Borders / Médecins Sans Frontières (MSF) is
an international, humanitarian, non-governmental organisation providing
assistance to people in need as a result of natural and man-made disasters,
irrespective of race, religion, ideology or politics.
Project Summary
Emergency response constitutes one of the core activities of
Doctors without Borders. MSF Switzerland is recruiting new staff for a project
that intervenes and provides activities in case of emergencies such as
epidemics as well as trainings based on the intervention needs according to
pre-defined intervention criteria. This team is based in Sana’a, but all team
members are expected to work in interventions in different governorates and
locations for about 80 % of the time. Flexibility and adaptability to respond
to the operational needs as well as to adapt to working and living conditions
in the field are core criteria for any new staff member. Given the diverse
areas of intervention compliance and acceptance of security restrictions are
essential. Furthermore, solution-orientation, as well as very good
communication skills and hands-on mentality are expected. If you find yourself
within these characteristics as well in the professional requirements and tasks
indicated below, we are looking forward to your application.
Main Purpose of the position
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,
analysing 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. Includes 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
- Collecting
the submitted IRs by the different departments and ensuring a timely
purchase of the items according to IR’s urgency (if requested items are
available in MSF stock, coordinating with coordination warehouse/supply
for the delivery).
- Implementing
the purchase activities in the different fields of MET interventions and
the capital according to MSF supply procedure, communicating to the line
manager any supply obstacles that might be faced in the field and
proposing alternative solutions.
- Analyzing
both markets in the field and capital in terms of competitive pricing,
lead time, quality, etc., before deciding from which to make the purchase
in order to ensure a satisfactory and timely supply of items requested.
- Respecting
validation tables and ensuring all purchase activities and procurement
documents comply with MSF supply and finance procedures.
- Provide
recommendations for emergency validation thresholds when appropriate.
- Conducting
market assessments in each governorate or town where MET team is carrying
out activities and preparing suppliers’ lists (names, addresses,
specialization, contact, etc.) of the field markets.
- Assisting
the Log Manager/Log Supervisor in the field by conducting the delegated
logistics tasks if requested.
- Support
the supply team in coordination upon request.
- Process
orders in UF and follow up on UF data quality related to procurements (if
UF is in place).
Requirements
- Education: Essential,
secondary education; commerce related studies desirable.
- Experience: At
least 2 years' experience in supply chain related jobs, Essential: good
experience with local Market.
- Languages: Essential
mission working language (English) and local language (Arabic)
- Knowledge:
Essential computer literacy (word, excel, internet)
Competencies
- Results
and Quality Orientation L1
- Teamwork
and Cooperation L1
- Behavioural
Flexibility L1
- Commitment.to
MSF Principles L1
- Service
Orientation L1
- Stress
Management L2
How to Apply
Application information
Interested and qualified candidates can apply for the
position through the following link:
https://forms.gle/KgXffyYauoR6gPpf9
If you have questions or are facing problems with the online
application process, please contact
Msfch-met-recruitment@geneva.msf.org
Deadline for the submission of Applications is 5:00
PM on Monday ,20th of January 2025.
Only short-listed candidates will be contacted!
“MSF does not charge fees or accept any money during the
entire recruitment process.”