Job Openings at Medecins Sans Frontieres

Main Purpose

• 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.

Main Duties and Responsibilities

• Performing on a day to day basis of the purchasing activities of a supply office, analysing 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:
  • 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

MSF Section / Context Specific Accountabilities
Order Processing:

• Processes all Internal request and Field Orders and communicates regularly on their status with the initial clients-order received approval stage, confirmation, rts and monitoring lead times and reports any problems to his line manager and relevant stakeholders
• Ensures coherence between quantities in purchase documents with quotations and invoices.
• Timeous encoding of received Internal requests from User Departments, consolidation, processing and communicate the Delivery Out with the Warehouse Team.
• Ensure all internal request received in supply are fully validated by budget holder before proceeding with purchase or destocking process.
• Proper filing and archiving of supply procurement documents using best practice (checklist) to ensure easy accessibility, security of documents, transparency and follow up purposes.
• Ensure all medical and logistics local purchases orders are generated timeously and fully validated before communication with suppliers and follow up of delivery is affected according to the agreed lead time with suppliers.
• Ensure selection of suppliers is based on the Framework Agreement, Validated Suppliers List, Med Product Mapping with appropriate CBA ranking and derogation form where possible.
• Timeous follow up on suppliers’ invoices payments according to deliveries received and settlement of open advances purchases with Finance department.

Reporting:

• Ensure IR and Field Order follow up are generated as per agreed timing, template and shared with user departments and projects with full information.
• Monthly updating of Key Performance Indicators for supply.

Supply Database Management:

• Ensure proper encoding of internal Requests and updating current status accordingly, any cancellation of documents in UF should be actioned timeously with proper justification.
• Backorders on Open orders should be continuously followed and communicated with user departments for possible action in collaboration with Line Manager.

Minimum Required Skills and Qualifications
Education:

• Essential, Secondary Education; commerce related studies desirable

Experience:

• At least 2 years' experience in supply chain related jobs

Languages:

• English language essential.

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Main Objective and Responsibility of the Position

• Performing autonomously, complex / advanced servicing, maintenance and repair of MSF vehicles and other engines according to MSF standards and procedures, in order to ensure vehicles are in perfect running conditions.

General Accountabilities

• Performing autonomously and ensuring, all necessary complex / advanced maintenance and repair of MSF vehicles and mechanical equipment to ensure they are in perfect condition for their use. This includes the following tasks :
  • Performing maintenance according to the instructions in the logbook, ensuring all type of services to all vehicles are done on time (i.e. mini A, medium B and full C, and special services referred in logbook when possible).
  • Testing all vehicles after each service is concluded and before it is handed back to its driver.
  • Keeping record of vehicle’s driver remarks, and carrying out repairs if needed (vehicles and other mechanical equipment) and filling in service, repair or vehicle log book. Reporting to the line manager any problem related to MSF vehicles
  • In the case of a breakdown, making a diagnosis, informing the line manager and after approval carrying out any complex/advanced repairs needed.
  • Following up the validity of all documents (annual inspections, insurance or any other required documents).
  • Assisting in the briefing or training of drivers regarding vehicle services and maintenance.
• Managing the stock of consumable items, filling in the stock cards, carrying out physical stock inventories, executing orders necessary for renewing stock, avoiding any shortage .
• Responsible for the equipment and tools, including extinguishers, checking they are correctly and safely used, maintaining and renewing them when necessary and keeping the inventory updated.
• Keeping working area clean and tidy.
• Ensuring that all record sheets and books related to maintenance are always completed and preparing needed reports before and after any repair or required maintenance.

MSF Section/Context Specific Accountabilities

• Supporting project logistics managers in all technical work in the field and ensuring that it’s done as per MSF protocols, policies and regulations. Support other Project mechanics or team in area of providing technical assistance and guidance.
• Plan and implement bi-annual maintenance of fuel storage tanks.
• Plan and implement scheduled maintenance and calibration of fuel dispensing pumps.
• Plan and supervise calibration and re-calibration of fuel storage tanks and dip sticks.
• Ensure setup, installation, commissioning and decommissioning of generator sets.
• Responsible for the implementation of weekly checks on vehicles and generators.
• Ensure use of personal protective equipment PPE while working.
• Ensure adhering to MSF protocols for disposal of used spares.
• Ensure unused spares during maintenance / repairs are returned to grab stock / warehouse.
• Update regularly maintenance follow-up board at the workshop.
• Carry out any other task or responsibility required by your line supervisor / manager.

Requirements (Qualifications)

• Education: Diploma in Mechanics or related studies is essential.
• Experience: At least 2 years’ experience in demonstrable mechanics.
• Languages: Mission language essential. Local language desirable.
• Knowledge: Driving License.
• Competencies: Service Orientation, Stress Management, Commitment to MSF Principles, Behavioural Flexibility, Results and Quality Orientation, Teamwork and Cooperation.