SUPPLY ACTIVITY OFFICER 53 views1 application

Procurement:

·       Carries out the purchases of a supply office based on purchase documents issued by the line manager and manages the administrative and accounting procedures related to purchasing.

·       Constantly assess the local market, seeks products and suppliers that offer the best value for money, and negotiates prices.

·       At the request of the line manager, obtains different quotations from suppliers according to the MSF Purchasing policy

·       Place purchase orders to pre-selected suppliers with whom prices have been agreed.

·       Request invoices or receipts, immediately, for all purchases, check they are correctly filled and translate information written in local language before approval.

·       Regularly updates the supplier-item-price data on the supply office (Supplier Database & price list for all families of items)

·       Manage the administrative and accounting procedures related to purchases: complete purchase orders, check delivery notes (against orders), Archiving of all supply dossiers, etc.

·       Manages the advances issued by the Finance Department.

·       Assists in reception control process with the storekeeper and Warehouse focal person.

·       Update information on purchase lists after purchases are made.

·       Informs the Supply log/supply supervisor and LogCo/project log of all information or modifications to the “item-supplier” data: price, address, items availability.

·       Provide necessary support to the projects specially for emergency projects, perform markets assessments in local markets, set up supply system in the emergency projects.

·       Technical Support to projects for market assessments, tender process-supplier evaluations & Contracts.

Order and Stock Requests follow-up

·       Processes all orders and requests and communicates regularly on their status with the initial clients: order received approval stage, confirmation, RTS & monitoring, backorder, lead times … and reports problems to his line management.

·       In collaboration with the warehouse focal person & Storekeeper, Monitor and approve store requests related to general logistics orders both from projects & capital offices.

·       Ensures the Order Lead time monitored & make sure there is no delay due to loose of the follow up.

·       Ensures and apply a smooth running supply administration and the respect of the implemented supply procedures. Proposes adjustments where needed.

·        Is responsible for the supply database and the correct filing and archiving of the supply documentation and guarantees the availability and the coherence of supply data.

·       Make sure that the Logistics Database is update regularly for efficient KPI reporting tool (all the orders created status should be regularly update with no time delays).

·       Communicates with local and international suppliers (status of order, claims …) and reports problems to line management.

·       Ensure the proper order validation steps & processes are performed for each orders coming from the projects & capital offices as per the country supply Guideline.

·       Actively participate in regular meetings for the effectiveness of supply chain.

·       Update the international orders prices as soon as the proforma invoice sent from European supply center.

Specificities

·       As supply database use Logistix7, ensure back-up of the database once In a day on an external hard drive.

·       Dropbox update & renaming of all the orders to projects

Reports:

·       Regularly send Order monitoring (every two weeks- 1^st & 16^th of the month) to the projects & capital office. The capital office coordinators should be in copy of the emails.

Supporting guidelines and procedures

Be aware of and act according to MSF OCBA Supply guidelines.