Purchasing Officer

MAIN OBJECTIVE OF POSITION

Main purpose:

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

MSF Section/Context Specific Accountabilities

Procurement responsibilities:

• Collect quotations based on the line manager request – ensuring that there is the following information on it (Validity of the quotation, VAT/MOF information, Specification of the items, unit price, company name, stock availability, delivery conditions, lead-time, payment terms)
• Enlarge the market research whenever possible – making sure to bring new potential suppliers in the bid
• Negotiate with Suppliers to ensure the best price/quality is found in the market
• Inform the line manager and Supply Manager in case of huge discrepancies in the market
• Organize meeting with Suppliers and Supply Chain Officer/ Supply Manager for negotiation
• Provide the information whenever needed for the Supply Chain Officer/Manager to prepare a default of procedure
• Prepare “Advance Request sheet” in order to get an advance from the finance – making sure to write down the PLPO number
• Explain to any suppliers MSF rules and the Goods Purchase Conditions of MSF; identify and deal with legal Suppliers who has MOF/VAT
• Maintain the Purchase Order Follow-up up to date at least once a week
• Support the Supply Manager whenever needed to assess the market, find new sources and report any challenge with existing contracts

Communication with Suppliers/Supply team/Requestors:

• Collect signature on the PO/PL of the relevant person based on the Validation Purchase Level. If the validation should be obtained by email – make sure to attach the mail validation to the PO//PL with the below details information (PO/PL number, total number of lines, total amount)
• Inform the Suppliers about any purchases in order to have the items ready to be delivered/released at the convenient time
• Inform the warehouse team of the arrival of the items delivered directly by Suppliers  and make sure the Storekeeper as a copy of the PO/PL and a copy of the Reception Control (Status Control)
• In the case – the items are brought directly by the Purchaser – sign on the Delivery Note of the supplier (if any)
• Prepare Invoice payment to Finance – ensuring that the invoice has all important information on it (MOF/VAT, Date, signature, stamp, currency, detailed of items/prices/quantity/specification, PO/PL number, contract number if related to an existing contract, Delivery note if anY and that the Reception Control has been properly signed

Supply Document Flow/Archive:

• Respect the Memo/SOP/Tools/Template present in the Supply Dept and request explanation if anything is not clear
• Respect the document flow system (tray system if in place) in order to ensure that all documents are correctly located and ease the follow-up
• Respect the Archive system in place in the mission

SKILLS AND QUALIFICATIONS:

Education

• Essential, secondary education; commerce related studies desirable

Experience

• At least 2 years' experience in supply chain related jobs.

Languages         

• Arabic is essential; English is desirable.

Knowledge

• Essential Computer Knowledge (MS Office: Word and Excel)

Competencies

• Results and Quality Orientation L1
• Teamwork and Cooperation L1
• Behavioural Flexibility L1
• Commitment.to MSF Principles L1
• Service Orientation L1
• Stress Management L2

APPLICATION PROCESS:

Send to MSF e-mail [email protected] your motivation letter with updated CV, and put in the subject the post you are applying to. Example:  Subject: “Name Surname – Purchasing Officer”

Or

Put your updated CV and motivation letter inside the envelope & sealed it.  Write on the envelope your name and the post you are applying for, example: “Name Surname – Purchasing Officer” and drop the envelope in the CV drop box located beside MSF Bar Elias Hospital on the address below:

MSF Bar Elias Hospital

Old municipality building at Bar Elias center

Next to the PHC Bar Elias, Bekaa

Only qualified applicants and shortlisted will be contacted.

DEADLINE: Completed applications must be received by: Wednesday, 30^th January 2019