Medecins Sans Frontieres/ Doctors Without Borders (MSF)

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Summary

Vacancy: 1
Age: at least 18 years
Location: Dhaka
Minimum Salary: Tk. 56000 (Monthly)
Experience: At least 2 years
Published: 11 Jun 2024

Requirements

Education

Secondary

Diploma/certification in commerce related subjects desirable

Experience

At least 2 years

Additional Requirements

Age at least 18 years

Experience: Minimum least 2 years’ experience in supply chain/ procurement related jobs.

Language: English and Bangla essential

Knowledge: Computer literacy (Outlook, MS package), knowledge of Unifield/ERP systems desirable.

Competencies:

Results and Quality Orientation L1
Teamwork and Cooperation L1
Behavioural Flexibility L1
Commitment.to MSF Principles L1
Service Orientation L1
Stress Management L2

Responsibilities & Context

Accountabilities:

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:
Explore manufacturers, suppliers, negotiate prices & conditions to ensure timely delivery of logistics and non-medical items and services.
Participate in regular market assessments in Chittagong (CTG), Cox’s Bazar (CXB), Ukhiya (UKH) and Dhaka (DHK) to gather information on product availability, pricing trends, and potential suppliers. Keep exploring local markets and suppliers for potential options.
In line with MSF procurement policies and guidelines, develop and implement procurement strategies to meet operational needs while optimizing costs and quality. This involves forecasting demand, identifying potential suppliers, and planning procurement activities accordingly.
Support prcourement supervisor, supply officers and supply manager in managing & tracking expenses, and to identify cost-saving opportunities through bulk purchase, negotiation and alternative sourcings.
Anticipate risks related to supplier performance, supply chain disruptions, and compliance issues and propose possible solutions or actions to mitigate these challenges.
Collect quotes and offers from local suppliers, prepare CBA (comperative bid analysis) and propose potential offers with justifications for further approvals. When required, prepare and present SSJ (sole source justification) template to the approvers.
Source requested items from field orders from OC’s & generate PO’s in the Unifield ERP system, get validation in various documents from the approvers as per existing authorization matrix, ensure all the validations are taken (both in projects & Intersectional Support Team).
Ensure timely carried out of supplier payments by submitting approved invoices to finance along with other supportive documents (e.g. PO, quotes, CBA, supplier TIN, TAX-VAT docs etc.) for audit purposes. Keep track of payments by following up with finance colleagues and suppliers as well to avoid long pending supplier dues.
Guide & support purchasing clerks in their day to day tasks when they are struggling and propose on their development by assigning responsibilities and proposing learning needs.
Assist and support supply officer, supply manager and procurement supervisor in the development of procurement strategies, supplier evaluation, selection and relationship management procedures etc.
Circulate RFI’s & RFQ’s, follow up and collect feedbacks and information from suppliers & manufacturers based on the requests from OC’s and in consultation with supply manager and supply officer.
Keep regular communication and uninterrupted collaboration with supplier representatives, supply colleagues in projects & IST colleagues to maintain standards for smooth delivery, product quality and supplier performance.
Quality control of items through technical checks and inspections by IST energy specialist, technical referent or Log-co upon reception to ensure compliance with quality standards and requirements.
Be sensible, realistic and realize priority and emergency item requests by projects and take action accordingly despite of regular and non priority tasks.
Track & manage purchase contracts throughout the entire lifecycle, from negotiation and execution to performance monitoring and renewal. Ensure that contract terms are aligned with both the specific transactions and MSF standards to resolve any disputes that may arise. Establish framework agreements with suppliers and manufacturers to fasten the medical LP processes.
When required, generate reports and analyze procurement data to track key performance indicators, identify errors, and propose data-driven decisions to improve IST non-medical procurement effectiveness and efficiency.
Be available during working hours via official email and phone.
Performing any other tasks within the scope of this role, as directed by line manager, Supply Manager, Logistics Coordinator and according to the needs of the mission.
Adhere to MSF policies, procedures, and guidelines for supply chain activities.

Compensation & Other Benefits

12 month- contract renewable based on performance and operational needs. Salary according to level Five (5) of the internal MSF salary grid (BDT 56000 Gross). Salary is non-negotiable. Income tax deduction from salary based on current income tax rule.
2 annual leave days per month worked.
Medical insurance for employee and direct dependents based on Health Care Policy- Locally Recruited Staff.
There will be no provisions for relocation.

Workplace

Work at office

Employment Status

Full Time

Job Location

Dhaka

Job Highlights

Performing the day to day purchasing activities in a particular supply office (coordination or project level) according to MSF protocols and standards in order to ensure an optimal running of the mission/ project

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