PURCHASING OFFICER

PURCHASING OFFICER

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

•Being responsible for the procurement database and correct filing and archiving of the procurement documentation in order to guarantee the availability and coherence of procurement data.

•Processing all orders and requests and communicating regularly on their status to the requestors.

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

•Creation of purchasing documents for review and validation by line manager (IR, PO, CBA, Procurement Excemption Form, Contract)