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

Order Management & Planning
- IR Management: Serve as the primary focal point for receiving and encoding all Internal Requests 
(IRs) into the supply system.
- LP Management: Establish a structured procurement calendar, designating specific days for 
documentation, active purchasing, and file closure to optimize workflow.
- Order Analysis: Regularly screen the Order Follow-Up (OFU) to group requests by category, ensuring 
efficient bulk procurement and streamlined logistics movements.
• Procurement Planning & Sourcing
- Market Management: collect competitive quotations from local suppliers, conducting thorough bid 
analyses to compare offers.
- Document Management: Generate detailed local purchase documentation in strict accordance with 
the MSF Local Purchasing Policy and established validation tables.
- Strategic Contracting: Partner with the Line Manager to implement Framework Agreements (FWAs) 
for high-impact, frequently purchased item families.
- Financial Integrity: Ensure all invoices are detailed, translated into English, and fully validated to 
facilitate the payment process.
• Supplier Relations & Quality Control
- Database Managment: Update the mission’s price lists and supplier database on a weekly basis to 
ensure accurate market data.
- Reception & Inspection: Supervise the receipt of goods, verifying that all items are in optimal 
condition with acceptable expiry dates before delivery to the warehouse.
- Delivery Management: Coordinate with vendors for direct delivery to the warehouse whenever 
possible to reduce unnecessary handling.
• Reporting & Support
- Proactive Communication: Promptly report operational challenges to the Line Manager and 
collaborate with requesters to find solutions, such as identifying alternative products for out-of-
stock items.
- Human Resources: Coordinate with the HR department to manage daily workers required for 
loading, offloading, or other supply tasks.
Accountability: Act as the designated backup for the Line Manager during their absence and perform 
additional expertise-related tasks as operational needs arise.