Purchasing Officer: Butterworth, Eastern Cape at Doctors Without Borders (MSF) Southern Africa

SUMMARY OF THE POSITION 

• Doctors without Borders seeks to employ a suitable qualified Purchasing Officer to join the team in Butterworth. Performing the day-to-day purchasing activities in a particular supply office (project level) according to MSF protocols and standards in order to ensure the optimal running of the mission/ project. 

OVERALL RESPONSIBILITIES

MAIN RESPONSIBILITIES  

• Carries out the purchases of a supply office based on purchase documents issued and manages the administrative and accounting procedures related to purchasing.
• Constantly assess the local market, seek products and suppliers that offer the best value for money, and negotiate prices. 
• Responsible for follow-up of local purchases by updating purchase order follow-up sheet on a monthly basis. 
• Prepare orders, encoding in Unifield, seek validation from content responsible within the project.
• Generate and prepare local purchase lists/orders in Unified. 
• Settles advances to the finance department daily/weekly with clear commitment documents. 
• Check if internal Requests (IRs) have the necessary information for processing. 
• Follow up on requests in Unified and process after validation. 
• When it is required, check with technical staff for clarification of requests. 
• At the line manager's request, different quotations from suppliers should be obtained according to the Doctors Without Borders Purchasing policy. 
• Place purchase orders to pre-selected suppliers with whom prices have been agreed. 
• Manage the administrative and accounting procedures related to purchases: complete purchase orders, check delivery notes (against orders), etc. 
• Assists in the reception control process 
• Request invoices or receipts for all purchases without delay, check they are correctly filled, and translate information written in the local language before approval. 
• Responsible for filing documents, correspondence, and other papers relating to supply in the Project and the archives.
• Monthly feedback to clients on backorders, stock status to project supervisors and line manager

GENERAL REQUIREMENTS: 

Education: 

• Essential: National diploma or professional qualification in Purchasing, Supply Chain or related fields 

Experience: 

• Essential: Minimum 1 year’s experience in Supply chain 
• Unified or similar experience is essential. 
• Proficient computer skills, including MS Word, PowerPoint, and Excel 
• Desirable: previous experience in a similar job profile within the NGO sector 
• Ability to work in a multi-disciplinary team environment
• Ability to work independently, show initiative, time management and problem-solving skills. 
• South African citizenship or a valid work visa is a must 
• Language: Fluency in English (Read & Write)

TO APPLY: 

• Please email a one-page motivation letter, your comprehensive CV with details of 3 contactable referees to the email or hand deliver to Doctors Without Borders, 46 Scanlen Street, Butterworth, between Monday- Friday, 08h00- 16h00