EXTERNAL / INTERNAL VACANCY

MEDECINS SANS FRONTIERES (MSF) – SOMALIA MISSION

MSF is a humanitarian medical organization providing emergency medical aid to populations in need. Somalia mission set up Projects in Somalia and in Baidoa, Bay region Somalia at Bay Regional Hospital in particularly is now is looking for below position:

Job Title                                     : Purchasing Officer

Work Location                         : Bay region, ISWA, Somalia.

Start date                                  : Immediately

Length of contract                : Fixed term contract with possibility of extension based on performance and

operational need (Includes 3 month probationary period)

Position in the Organization

Reports to (Hierarchical):

Supply Supervisoer

Reports to (Functional):

Health Facility Manager

Job Family:

Logistics and Supply

Main Purpose

Performing the day to day purchasing activities in Baidoa Project according to MSF protocols and stand-ards in order to ensure an optimal running of the 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, follo-wing the procurement procedures and according to MSF standards and protocols. Including the following acti-vities:
• Constantly assessing the localmarket, 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 / Supplky 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 tran-slating information written in local language before approval
• Managing the administrative and accounting procedures related to purchases: completing purchase or-ders, 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

• Under direct suppervision of the Log suppervisor (HFM) in the the project, the Purchase Officer, does all purchase activities starting from cllecting quotations until delivering the purchased items to the store keeper.
• To reach to the real price of the required items, the purchase officer in Baidoa project have to do an active comparison between the said price in Baidoa and the other projects in Somalis.
• Uses an approperiate and an active negotionation skills with the suppliers to get to the real price and good quality.
• To keep an update price list for the frequent requested items procured localy in Baidoa, like stationery, team life, and cleaning materials.
• To build a data base for the local suppliers of the materials MSF using, in a way that will be easy to use when applying the resources sharing concept.
• To follow the efficient way of doing purchase in MSF, (three quotations if not posible use approved Form of Exceptional) starting with collecting quotations with preformer invoice ending with the final invoice that finance can use it for payment.
• Makes it very clear for suppliers to provide the purchased items in the right quantity, quality, in the right time and place.
• Confirm to MSF supplylog/storekeeper, that the items delivered to the store are the items agreed in quantity and quality.
• Receives the advance from the Log suppervisor (HFM) and close it in the determind period of time with the correct documents.
• Keeps well organized and clasified files for all purchase operatios done in the project in a maner that easy to retrief any information needed for audit purpuses.
• Purchase Officer is expected to cover for the Supplylog or the storekeeper in their absence , this requires to understand how the logistics tool is working (iunifield).

This job description may be amended in line with the activities or evolution of the Mission.

If you meet the above requirements, please send your updated CV and motivation letter, which indi-cates the subject line as Purchasing Officer your full name on or before 7th September 2022 to: [email protected]

Note: Only applications with the supporting documents will be considered

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NAGUSOO BIIR ---  SOMALI JOBS

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