PURCHASING OFFICER

Job Description

About the Job
Performing the day to day purchasing activities in a particular supply office (coordination or project level) according to MSF protocols and standards in order to ensure an optimal running of the mission/ project

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 (Activity) Supervisor / Logistics 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 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 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.
Purchasing
Carry out purchases for the supply office based on approved purchase requests issued by the line manager, ensuring compliance with administrative, accounting, VAT, tax, and legal procedures.
Continuously assess the local market to identify products and suppliers offering the best value for money; negotiate prices and propose new suppliers when appropriate.
Obtain and compare supplier quotations in line with MSF purchasing policies, as requested by the line manager.
Place purchase orders with pre-selected and approved suppliers under agreed terms and prices.
Monitor and follow up on delivery timelines to ensure timely receipt of goods.
Inform the supply supervisor or project logistics manager of any updates or changes to item–supplier data (prices, availability, addresses, etc.).
Ensure safe and appropriate transportation of purchased items to MSF bases, including cold chain management when required.
Follow up on the quality of purchased items, including after-sales service, returns, and warranty issues.
Administration
Request invoices or receipts promptly for all purchases, verify their accuracy, and translate information written in the local language prior to approval.
Regularly update supplier, item, and price records within the supply office system.
Manage all purchasing-related administrative and accounting procedures, including completing purchase orders and verifying delivery notes against orders.
Manage cash advances issued by the Finance Department in accordance with procedures.
Support the reception and quality control process in coordination with the storekeeper and supply supervisor.
Update purchase lists and records once transactions are completed.
No. of positions: 01
Place of work: MSF- Switzerland Office, Nekemte
Position holder report to(direct supervisor): HRCO and Head of Mission
Length of contract: till 30 June 2027
Remuneration and Benefits:

Starting Base salary (N+0) –USD 668, payable in Ethiopian Birr (ETB).
Medical cover: as per the organization’s policy
About You
Education

Essential, secondary education; commerce related studies desirable

Experience

At least 2 years’ experience in supply chain related jobs (supply officer/Purchaser or equivalent)

Languages

Essential mission working language (English) and local language (Amharic)

Competencies

• Results and Quality Orientation L1

• Teamwork and Cooperation L1

• Behavioural Flexibility L1

• Commitment.to MSF Principles L1

• Service Orientation L1

• Stress Management L2