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.

MSF Section/Context Specific Accountabilities

Procurement Management

• Carry out procurement of medical and non-medical goods, equipment, and services

in accordance with the organization’s procurement procedures.

• Receive and review purchase requests for accuracy and completeness, including

required technical specifications and approvals.

• Obtain quotations from approved or potential suppliers through proper solicitation

methods (RFQs, tenders, etc.).

• Conduct supplier selection based on transparent and competitive principles such as

price, quality, availability, and reliability.

• Ensure that all procurement activities fully comply with the organization’s procurement

policies.

• Ensure all procurement documentation is complete, accurate, and properly archived

(purchase requests, quotations, evaluation reports, purchase orders, delivery notes,

invoices, etc.).

 Ensure the use of correct procurement thresholds, bidding procedures, and required

approvals at each procurement stage.

• Monitor and mitigate risks related to fraud, conflicts of interest, or improper

procurement practices.

• Develop and maintain a database of qualified and vetted local suppliers for different

categories of goods and services.

• Establish and maintain good working relationships with suppliers while ensuring that

the organization’s interests are protected.

• Track supplier performance including quality, delivery timelines, and service reliability.

• Coordinate closely with warehouse, finance, medical, and logistics teams to ensure

timely delivery of requested items and services.

• Follow up with suppliers on order status, delivery timelines

• Maintain up-to-date procurement tracking tools, ensuring accurate status reporting on

open and completed orders, ensure all data in UF is updated and corrected.

• Submit regular procurement status reports to the Supply officer/Supply Manager.

Orders Processing Mangement

• Encode purchase and supply orders into Unifield (UF) accurately and on time.

• Ensure that all item codes, project codes, budget lines, and suppliers are correctly

entered in accordance with internal procedures.

• Apply appropriate lead times based on item category, supplier, and delivery method.

• Verify that all necessary approvals and documentation are attached before encoding

orders.

• Continuously monitor the status of open orders and update information in UF as

necessary.

• Liaise with procurement team and suppliers to obtain order status updates

(confirmation, shipping, delays, cancellations, etc.).

• Change order statuses in UF (e.g., from "Open" to "Confirmed," "Shipped," or

"Received") based on real-time updates from suppliers and logistics team.

• Flag and escalate any delays or issues affecting order fulfilment to the supervisor.

• Ensure that all orders in the database are complete, accurate, and properly

categorized.

• Maintain organized digital and physical records of all order-related documents (PRs,

POs, confirmations, etc.)

• Prepare and share bi-weekly order monitoring report with the supervisor, highlighting

pending orders, delays, and key metrics.

• Ensure clear and timely communication of any order-related issues or changes to

relevant departments.

• Ensure for on time communication with the warehouse team items reception both

physically and administratively.