PROCUREMENT SUPERVISOR

Job Description

Médecins Sans Frontières – Belgium (MSF – Belgium) 

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: PROCUREMENT SUPERVISOR

Status of position: Full-Time Position 

Location: MSF Coordination, Freetown

main objective and responsibilities of the position 

Planning and supervising the procurement activities for goods, transport, subcontracted works and services for the project and capital according to MSF standards and protocols in order to ensure a transparent and efficient procurement and supplier performance.

Planning and supervising the day to day procurement activities ensuring an efficient implementation   of the procurement procedures in the project or capital, ensuring compliance to MSF standards and protocols, including but not limited to the following:  

• • Regularly assessing the market for new suppliers to supply the recurrent needs of the mission and seeking products/services that offer the best value for money within the shortest timeframes. Negotiating prices and proposing new suppliers to be validated. Developing and maintaining relations with different suppliers in order to ensure a stable supply of goods or services. Submitting and collecting quotations and tenders following the MSF purchasing policy
  • Submitting and collecting quotations and tenders following the MSF purchasing policy and providing updates on “item-supplier” data: price, availability, quality, lead time
  • Together with the Supply Chain Officer determining the purchase planning according to the incoming requests / orders, product availability (shortages/surpluses), delivery times, budgets and other relevant factors
  • Coordinating and supervising the purchasers’ activity, managing the purchasing budget, and settling advances with the Finance Department
• Coordinating and leading the team under his/her responsibility including the definition of each person’s tasks (daily supervision and checking the quality of their work); drawing up working schedule and organizing and leading team meetings
• Supervising, in close coordination with the HR department, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required

Performing delegated tasks according to his/her specialty and as specified in his/her job description

• Solicit for quotations from suppliers, clarify any queries from suppliers and requesters, prepare CBAs and seek validation from relevant signatories.
• Preparation of tender documentation, participate in the tender process, update Procurement file in Digital Desk
• Seek clarification of orders and share routine feedback with both requesters and other concerned. Proactively share relevant supply information within supply teams and with relevant internal and external partners.
• Clarify and maintain external partners information in UF database including but not limited to supplier contacts, location and terms sharing the same with supply teams in coordination and the project.
• Prepare and share goods and services supplier performance reports with the project and coordination supply teams in a timely manner and seek solutions based on feedback received from the suppliers and supply teams.
• Continuously scan the market for new suppliers, products and any other changes to enable MSF have market understanding and to make appropriate, timely sourcing decisions 
• Participate in the intersectional tender processes necessary for identification of new suppliers and keep records of supplier performance feedback for end-of-contract evaluation.
• Collaborate with requesters, technical teams and supply teams in developing and updating standard lists for local/international procurement.

Minimum Requirements and Competencies 

Application Details

Applicants should submit: Application letter, CV, copy of certificates/diplomas, National ID, work certificates from previous employment – No original documents to be submitted

Email: msfocb-sl-recruitment@brussels.msf.org

Please indicate “Vacancy Procurement Supervisor” on the envelope

Application deadline:             11 February 2024 – 5 pm – 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.