Purchasing Officer

Purchasing Officer 

Médecins Sans Frontières (MSF) is an international, independent, non-profit medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, pandemics, natural disasters and exclusion from healthcare. MSF started working in Yemen since 1986 and have been present in the country continuously since 2007. For more information, visit our Arabic website, www.msf-me.org

Médecins Sans Frontières Belgium in Yemen mission is looking for Yemeni nationals to recruit for the Purchasing Officer position.

Location: Aden/ Lahj Project

Contract duration: Six months renewable

Contract type: Full time contract 

Reporting to: Logistics Manager

Main Purpose:

Performing on a day-to-day basis the purchasing activities of a supply office, analyzing market sources and competitive pricing conditions among different suppliers to ensure an ongoing supply of goods, following the procurement procedures and according to MSF standards and protocols

Accountabilities:

Carrying out the purchases of a supply office on the basis of purchase documents issued by the line manager and managing the administrative and accounting procedures related to purchasing.

At the request of the line manager, obtaining different quotations from suppliers according to the MSF Purchasing procedure. Below an agreed threshold, directly assessing the local market, seeks products and suppliers that offer the best value for money, and negotiates prices.

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 in-formation written in local language before approval.

Regularly updating the supplier-item-price data on the supply office. Informing the Logistics or Supply Supervisor and Log Co/ Logistics Manager of all information or modifications to the "item-supplier" data: price, address, items available….

Managing the administrative and accounting procedures related to purchases: completing purchase orders, checking delivery notes (against orders), advances issued by the Finance Department etc. Updating information on purchase lists after purchases are made

Assisting in reception control process with the storekeeper and supply activity supervisor

MSF Section/Context Specific Accountabilities:

Organize the purchase process by specifying days for creating documents, days for purchasing and days for closing the purchasing process.

Screen all new and pending order lines and group the requested goods according to their nature at the start of every week

Organize and plan the purchasing days to economize movements. Request delivery directly to the warehouse/log store whenever possible.

In charge of creating a local purchase document featuring each purchase with detailed and clear information.

Ensure that products are timely delivered and update the requester on any delays.

Together with the line manager, implement Framework Agreements for all recurring families of goods that have a significant financial impact.

In charge of collecting quotations from the local suppliers.

In charge of creating bid analysis to compare offers.

Make sure that the validation and payment processes are respected, and that invoices feature all needed components details.

Update the price list and supplier list on a weekly basis.

Follow orders via orders sourcing tool, making sure there is no pending lines in need to be purchased.

Ensure the reception of goods from suppliers and deliver them to the warehouse or log store, making sure that the goods received are in quality condition and have long expiry dates.

Together with the line manager, contact requester for clarifications, propose solutions, if any identify (for ex. alternative products to non-available ones).

Organize the support daily workers with HR in order to fulfill specific activities.

Job requirements

Education: Essential, secondary education; commerce-related studies desirable

Experience: At least two years in supply chain-related jobs

Knowledge: Essential, local language and English