Job Description

Médecins Sans Frontières – Belgium (MSF – Belgium)  

ORDER PROCESSING OFFICER 

Médecins Sans Frontières (MSF – Doctors without Borders) is an international, independent, medical humanitarian organization that delivers emergency aid to people affected by armed conflict, epidemics, natural disasters and exclusion from healthcare. MSF offers assistance to people based on need, irrespective of race, religion, gender or political affiliation. MSF is therefore guided by the principles of neutrality and impartiality. These principles must apply to all MSF staff. 

Job Details  

Title of position:         ORDER PROCESSING OFFICER 

Status of position:      Regular Position  

Location:                    MSF Coordination, Freetown 

MAIN OBJECTIVE AND RESPONSIBILITIES OF THE POSITION  

Performing the day-to-day order processing activities in a particular supply office at coordination level according to MSF protocols and standards in order to ensure an optimal running of the mission/project 

• Performing the day-to-day activities ensuring an efficient running of the Order processing activities in a particular supply office (coordination level) following the supply procedures according to MSF standards and protocols. Including the following activities:   
• Being responsible for the supply database and the correct filing and archiving of the supply documentation in order to guarantee the availability and the coherence of supply data. 
• Processing all orders and requests and communicating regularly on their status with the initial clients: 

order received, approval stage, confirmation, RTS monitoring, backorder, lead times, … and reporting problems to his line management. 

• Being responsible for the orders at coordination level, monitoring and ensuring an efficient implementation the overall order processing activities. 
• Performing delegated tasks according to his/her activity and as specified in his/her job description 

Specific Accountabilities 

• Receive Order Requests (OR) from projects or Internal Requests (IR) from coordination and seek clarification when necessary.  
• Obtain the required signatures (or email validation) from the relevant persons for any OR submitted by projects or coordination, depending on the technical category.  
• Share the Order Confirmation with the project and request re-validation of the OR if the value difference exceeds 10% or EUR 250.  
• With the support of the Supply Officer, prepare backorder monitoring reports every two weeks for projects and weekly for coordination. 
• Update all relevant data in the system and ensure that information recorded in Unifield or any other tools is accurate and regularly updated in line with ongoing activities, particularly regarding orders (IR/FO), products, and pricing. 
• Close all the ORs/POs related to local/international purchases in a timely manner. 

Documents flow: 

• Follow the archiving guidelines to ensure a proper filing system within the Coordination Supply team.  
• Ensure efficient document flow within the Coordination Supply team by effectively applying the tray system. 
• Ensure all relevant documents are properly archived, both digitally and in physical folders. 

Keep requesters/projects regularly informed of the status of their OR/IR in a timely manner. MINIMUM REQUIREMENTS AND COMPETENCIES  

• Teamwork and Cooperation L1 
• Behavioral Flexibility L1 
• Commitment.to MSF Principles L1 
• Service Orientation L1 Stress Management L2  

–  

– WORKING HOURS: (FULL TIME 8:30AM – 5:30PM) 

SALARY: BASED ON THE ORGANIZATION SALARY SCALE 

Application Details  

Applicants should submit: 

Application letter, CV, copy of certificates/diplomas, copy of ID card, copy of labour card, copy of work certificates from previous employment. No original documents to be submitted  

Applications can be submitted to: 

MSF Kenema Hospital (Hangha) main gate, MSF-Belgium office in Freetown 6 Jagiko Drive, Hill Station. Or email Msfocb-sl-recuritment@brussels.msf.org  

Application deadline: 

Thursday 28th May 2026– no late applications will be accepted  

Only short-listed candidates will be contacted for further recruitment process. 

Please note that MSF does not reimburse transportation cost if applicants are asked for a test or interview.  

Please indicate “ORDER PROCESSING OFFICER” on the envelope. 

MSF does not charge fee at any stage of its recruitment process. All applications are free for all candidates and no one should require any payment or compensation during the recruitment process. May the candidate be asked for any fee, he/she must report to MSF Administration through the recruitment contact.