Purchaser/ Beirut

I- Scope of responsibilities: Carry out all Project/Mission purchasing, manage inventories and oversee all related administration. Develop and maintain relations with different suppliers in order to ensure a stable supply of all sorts of goods, while guaranteeing best value for money and the most competitive prices. II- Responsibilities of the position: a- Managment of purchases:                    Collect purchase requests (local order sheets) from the line manager and/or technical adviser. Seek products that offer good value for money, negotiate the best prices, clarify requests where necessary and complete purchase orders. Secure stable resources: constantly look for new suppliers to supply the undertaking at the best prices and within the shortest timeframes, and maintain links with those suppliers in order to ensure a stable supply of goods. When a quotation is requested (noted on the order sheet), obtain at least three quotations (in sealed envelopes) from local merchants or tradesmen, with all the necessary information: price, description of the goods, name and address of the supplier. If necessary, based on the information provided by the line manager, launch invitations to tender, in accordance with the MSF procedures. Forward the results of such activities to the line manager and lead any subsequent commercial relationships. Determine the quantities to buy, taking into account internal demand, the order book, product availability forecasts (shortages/surpluses), delivery times, budgets and other relevant factors, in conjunction with the line manager. If possible, ask the supplier to package the goods in a professional manner, ready to be shipped. Deliver goods at the warehouse, after checking the quality and quantity (against the purchase order). b- Inventory management: Ensure that MSF-CH has sufficient stocks of the various materials, components, products and supplies required to support the effective operation of the MSF-CH activities for the desired period of time: regularly check the inventory levels (reports), delivery timeframes, turnover of goods, price fluctuations (upward and downward), extent of shortages or surpluses of goods, etc. Seek to reduce stock depletion by preparing regular projections based on the needs of the various departments. c- Administrative management: Manage the administrative and accounting procedures related to purchasing: complete purchase orders, check delivery notes (against orders), etc. Manage the purchasing budget and pay advances issued by the Finance Department. Request invoices or receipts, without delay, for all purchases. Check that receipts/invoices are correctly completed, in accordance with the recommendations of the Finance Department, in particular: writing in pencil the final destination of the goods as per the order sheet and providing a translation when receipts/invoices are in the local language. Update prices/quality (monthly) and recommend the cheapest or best purchases to the line manager and technical adviser. Regularly evaluate the market in order to obtain the most competitive prices; identify new suppliers and negotiate the best prices. d- Information: Establish and maintain regular contact with the various suppliers. e- Reporting: Regularly send the line manager all information regarding products and any changes that take place: name of supplier, price, address, etc. Immediately inform the line manager of any problems arising in the course of the work.