Procurement Assistant at Medecins Sans Frontieres (MSF)

Main objectives and Responsibilities of the role

This position reports to the IT and Facilities Manager. The main objective of the position is to provide support for the procurement processes and tasks to MSF EA Staff at the Eastern Africa Section Office including, purchasing, sourcing, clerical and technical work involved in the procurement of equipment, materials, services, and supplies at MSF EA office while responding to related inquiries and maintaining vendor/source information and inventories.

Work involves overseeing the procurement process end to end, from the initiation of purchase requests and keeping track of the stages through which, each purchase is routed until receipt and payment. Work is usually performed under general supervision and requires the use of independent judgment and initiative while continuing to work within defined MSF EA procurement policies and procedures. Procurement assistant responsibilities include researching new vendors, tracking, deliveries and updating order records (e.g., purchase orders) in Odoo ERP system. 

Responsibilities & Activities

• Ensure effective and efficient service delivery to both Finance & Procurement.
• Diligent execution of procurement tasks and processes.
• Implement procurement policies and procedures and assist in maintaining supply chain/process
• Provide support under direct supervision using standardized routines;

Primary Responsibilities

PROCUREMENT AND COMPLIANCE

• Receive and review procurement requests and initiate procurement procedures, supplies and services in a transparent and cost-effective manner.
•  Prepare comparative bid analyses and other procurement related documentation as per procedure.
• Informs and advice other staff and vendors regarding procedural requirements for the purpose of facilitating the procurement process with established practices.
• Develop, update, and maintain an active process for measuring supply inventory and determining procurement needs based on quarterly and annual numbers.
• Compare service and product deliveries with issued purchase orders or service contracts and contact vendors when there are discrepancies. He/she will inspect products received for quality and quantity to ensure adherence to specifications and feedback on service delivery on service contracts with contracted vendors.
• Follow up with orders for expediting.
• Evaluate the impact of supply shortages and/or delays to MSF EA staff orders and communicate with the affected staff to mitigate problems due to delays.
• Establish approvals and budgets for procurement requests
• Maintain appropriate records such as vendor quotations, purchasing requisitions, purchase orders and reports to ensure that procurement process decision, and contractual agreements are accurately documented for accountability and audit purposes.
•   Preparation and sharing of procurement reports for the management team.
•   Assist in procurement process for requests for trainings and bookings.
•   Monitor stock levels and identify purchasing needs.

VENDOR AND SUPPLIER RELATIONSHIP

• Develop and maintain a solid knowledge and working relationship with vendors.
• Maintain regular contact with contracted suppliers to monitor adherence to delivery period according to the terms of procurement agreement
• Create and maintain relationships with vendors/suppliers and review them time to time
• Create and update approved vendors register and database following the established evaluation process in consultation with MSF procurement referents
• Review purchasing and service agreements and orders with vendors and maintain open lines of communications with those vendors to keep relevant supply data up to date.

SUPPLY CHAIN PROCEDURES

• Propose improvements to the MSF procurement and Logistics
•    Create an annual plan for and conduct an annual market survey for common services and goods
•    Provide information to conduct market research to identify pricing trends.
•    Research on potential vendors for goods and services
•    Support procurement work improvement activities and performance improvement strategies
•     Assist to develop, maintain and update an active process for measuring supply inventory and determining purchasing needs based on quarterly and annual numbers

CONTRACTING

•     Maintain and update Vendor contracts register
•     Assisting in drafting/writing of supplier contract whenever required.

FACILITY AND INVENTORY

• Non-IT- Facility related assets and items inventory management – Chairs, Tables, Fittings, Motor Vehicles and filing copies of relevant related documents.
• Sourcing for technicians for repair and maintenance for the MSF EA facilities
• Support to check that inventory levels for essential commodities required for effective MSF EA operations are maintained.



• Oversee Facilities maintenance and repair on site supervision when requested


OTHER

• Any other task assigned from time to time
• Assists auditors for the purpose of providing requested supporting documentation required for audit.
• Collects reference data from a variety of sources for the purpose of reviewing compliance with MSF movement wide policies and procedures.

Internal/External Relationships

INTERNAL

• HR Department – Inductions/administration/Trainings/BF/travels
• MSF Office Staff – to arrange for them Travels/Work Permits/briefing/internal communication & meetings.
• MSF Regional Protocol Office – non-Kenyan staff support.
• MSF East Africa Association-Administrative support
• Other MSF Section/mission office contacts – general information/updates/exchange

EXTERNAL

• Travel Agency
• Hotels and guesthouse & apartments
• Taxis

SELECTION CRITERIA

QUALIFICATIONS & COMPETENCIES REQUIRED 

• Post-Secondary education qualifications (minimum Diploma) in Procurement, supply or technical studies is essential.
• At least 2 years' experience in a similar job, preferable in the non-profit making sector in a Purchasing or procurement department.
• Fluent in English & Swahili.
• Previous experience with MSF or other humanitarian NGOs is considered a plus.
• Good understanding of supply chain procedures.
• Proficient use of computer; use of database software a must.
• Must be detail-oriented with a high level of accuracy.
• Strong problem-solving and decision-making skills.
• Knowledge of market research.
• Acting as a team player and facilitating teamwork

OTHER

• Articulate and good communication skills
• Commitment to MSF principles
• Cross-cultural awareness
• Behavioral flexibility
• Results and quality orientation
• Service orientation
• Planning and organizing
• Initiative and innovation
• Teamwork and cooperation

Application deadline: 2 January 2023