Humanitarian organization Médecins sans frontières/Doctors Without Borders (MSF) / Lekari bez granica is conducting a project of humanitarian medical assistance to the migrant population transiting through Serbia.

For its project in Serbia, MSF is recruiting:

PURCHASING OFFICER

Belgrade

Médecins sans frontières / Doctors Without Borders (MSF) is an international humanitarian organization providing assistance to populations in distress, to victims of natural or man-made disasters and to victims or armed conflicts, irrespective of race, religion, creed or political convictions. MSF observes neutrality and impartiality in the name of universal medical ethics and the right to humanitarian assistance and claim full and unhindered freedom in the exercise of its functions.

Main Purpose of the Position

Performing the day to day purchasing activities in a particular supply office (at 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 Manager 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 purchase are made
• Assisting in reception control process with the storekeeper
• Being responsible for the supply database daily entry and the correct filing and archiving of the supply documentation in order to guarantee the availability, traceability and the coherence of supply data
• Performing delegated tasks according to his / her activity and as specified in his/her job description
• Informing the Supply Manager in case of any major issue and draws-up all required reporting, in order to keep updated and reliable information that will help in decisionmaking
• Performing any other tasks within the scope of his role, as directed by supervision and according to the needs of the mission.
• Reference: 1JO-Nq95RoVsaSF7zShXU53w3CKdpiXqENgK4w7FG2I.

MSF Section/Context Specific Accountabilities

• Processing the requests for log/med items received from Serbia&North Balkans projects, according to mission’s procedures and order planning
• Road trips between all points of activities, warehouse, suppliers and field offices to transfer goods or any other needs, pickup and delivery.
• Filing and archiving supply documentation as per MSF policy and per local requirements
• Strong collaboration between departments
• Encoding and processing in Unifield and other software tools all requests of logistic items, as per standard procedures (IR, PO, FO, Reception control)
• Recording receptions of goods into Unifield and other softwares ensuring that reception control documents are signed.
• Informing his/her line manager of all information or modification related to the data of local law changes related to line of duty and market dynamics
• Compiling all necessary documents to be archived by finance and supply departments to finalize and ensure transparency of procurement processes
• Accting as a back-up in Supply department for other positions as needed
• Keeping the list of validated suppliers updated and propose new suppliers as per procedure
• Custom and clearance, transportation for projects needs to be covered with supervision of Supply Chain Manager

REQUIREMENTS

• Education: Essential, secondary education; commerce related studies desirable Clean and valid driving license B1,B, BE
• Experience: At least 2 years' experience in supply chain related jobs
• Languages: Essential Mission language (English) and local language (Serbian)
• Knowledge: Essential computer literacy (Word, Excel)

Competencies

• Results and Quality Orientation, Teamwork and Cooperation, Behavioral Flexibility, Commitment to MSF Principles, Service Orientation, Stress Management

SUPPORTING DOCUMENTS:

• CV in English
• Copy of diploma obtained
• Recommendations from relevant previous employers (if applicable)
• Previous MSF experience desirable
• Previous NGO experience desirable

Deadline for applications: 30.09.2019.

Please apply electronically.

Note that only CV in English will be considered and only short-listed candidates will be contacted for an interview.

MSF is a civil society initiative that brings together individuals committed to the assistance of other human beings in crisis. As such MSF is by choice an association. Each individual working with MSF does it out of conviction and is ready to uphold the values and principles of MSF.