HQ Procurement Advisor

Location: Any MSF office

Contract: Permanent at 100%
Starting date: ASAP
Deadline to apply: 14 January 2024

*By default, the successful candidate will be offered a contract in the MSF office of their country of residence at the time of application.

I. MSF INTERNATIONAL
Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, healthcare exclusion and natural disasters. MSF offers assistance to people based only on need and irrespective of race, religion, gender or political affiliation.

MSF International is the legal entity that binds MSF’s 24 sections, 25 associations and other offices together. Registered in Switzerland, MSF International provides coordination, information and support to the MSF Movement, as well as implements international projects and initiatives as requested.

II. POSITION BACKGROUND

In recent years, there has been a significant development in MSF’s medical and operational activities that has been sustained by an upsurge in MSF’s operational budget and complexity. Every year, approximately half of MSF’s budget is spent in procurement (services and goods).

In line with the MSF Organizational Supply Strategy’s (OSS), the MSF Strategic Procurement Program (MSPP) has been launched in order to intensify collaboration between the different MSF entities and streamline the existing MSF procurement set up, in order to achieve optimal operational efficiency by avoiding duplication, waste and operational complexity.

The ultimate goal of the program is to develop and implement a global, common approach to strategic procurement across all entities (OCs, ESCs and PS) at international, regional and national level.

In this context, MSF wants to develop the best procurement practices in all MSF entities and therefore is looking for an indirect buyer to develop them in several Partner Sections that have been identified as a priority.

III. PLACE IN THE ORGANISATION

The HQ procurement advisor will:

• Report hierarchically to the Head of Indirect Procurement.

• Collaborate with key stakeholders in the HQs: Operational Centres, Partner sections, international office and other type of HQs.

• Interact with other stakeholders within the MSF movement (ILD, International finance coordination, IO Supply Chain…).

IV. OBJECTIVES OF THE POSITION

The overall objective of this position is to foster the professionalization of procurement activities in HQs to increase effectiveness, efficiency, quality and accountability on procured goods and services while reducing risks.

Specific Objectives:

1. Give HQs advise on the structuration of their procurement and provide technical and strategic support to the procurement focal points and HQ buyers.
2. Adapt and monitor processes and tools to support procurement activities at HQ level.
3. Liaise with HQ stakeholders (such as HR, ICT, Fundraising, …)
4. Perform procurement activities in entities without an HQ buyer.

V. MAIN RESPONSIBILITIES

1. Give HQs advise and provide them with technical and strategic support.

• Develop awareness on procurement in HQs
• Advise HQs on the structuration of their procurement.
• Provide technical and strategic support to the procurement focal points and HQ buyers.

2. Adapt and monitor processes and tools to support procurement activities at HQ level.

• Analyze procurement practices, procedures and tools in the different entities.
• Liaise with the global procurement process and tools team about the specific needs for HQs.
• Based on the material produced by the global procurement process and tools team, propose the adaptations and do the required improvements specific to HQs.

3. Participate in the development and the strengthening of the indirect procurement community.

• Create a network between the HQs and the indirect category buyers.
• Liaise between the procurement focal points or HQ buyers and the ressources available in the GPU (tools, processs, learning and development, legal advisor, etc.)
• Exchange best practices and experiences with other buyers within MSF.

4. Perform procurement activities in entities without an HQ buyer.

• Analyze spend and identify strategic suppliers and categories.
• Define with the management team of the entity the priority categories, plan procurement activity and ensure availability of the concerned teams in the entity.
• Lead tenders according to the priorities of the entity.
• Define, in collaboration with the requesting departments and the other indirect buyers, the best procurement strategy.
• Guide the requesting departments in the needs analysis: volumes and technical specifications.
• Guide the requesting departments in the sourcing of potential suppliers.
• Launch tenders, lead the analysis of the offers and the negotiations with suppliers.
• Participate in selecting the most relevant supplier based on pre-established selection criteria.
• Support the different departments in their relationship with their suppliers if needed (negotiation, dispute etc).

Requirements:

Education:

• Bachelor level in Business Management or Supply Chain with Procurement specialization or a combination of relevant education and professional experience.

Experience:

• 5 years minimum procurement experience, preferred experience with indirect services.
• Proven experience in negotiating, contract review, supplier management principles.

Knowledge and Skills:

• Excellent communication skills, assertiveness and negotiation skills.
• Ability to work in a cross-cultural and cross-functional environment.
• Strong organizational skills, ability to handle multiple priorities at one time.
• Strong analytical and problem-solving skills.
• Demonstrate independent initiative.
• Drive for change, improvement and innovation.
• Proficiency in standard office tools including Word, PowerPoint, and Excel.

Languages:

• Fluent spoken and written English.
• French is a strong asset.
• Knowledge of another language is a plus.

Only shortlisted candidates will be contacted.

At MSF, we are committed to an inclusive culture that encourages and supports the diverse voices of our employees. We welcome applications from individuals of all genders, ages, sexual orientations, nationalities, races, religions, beliefs, ability status, and all other diversity characteristics.