Order Processing Officer

Médecins Sans Frontières (MSF) / أطباء بلا حدود is an international, independent, medical humanitarian organization that delivers emergency aid to people in 70 countries who are affected by armed conflict, epidemics, natural disasters and exclusion from healthcare. MSF offers assistance to people based on need, irrespective of race, religion, gender or political affiliation and our actions are guided by medical ethics and the principles of neutrality and impartiality. We offer basic healthcare, perform surgery, fight epidemics, rehabilitate and run hospitals and clinics, carry out vaccination campaigns, operate nutrition centres, and provide mental healthcare. Our activities include the treatment of injuries and disease, maternal care and the provision of humanitarian aid. Where necessary, we set up sanitation systems, supply safe drinking water, and distribute relief to assist survival. Check the links: Médecins Sans Frontières    أطباء بلا حدود Sans Frontières T-shirt      أطباء بلا حدود - موظفي Post title: Order Processing Officer  Duty Station: Northeast Akkar Project (with travel to other areas as required) Salary: Based on the organization scale (Level 5) Reports to: Logistics and Supply Manager Contract status: National Staff Contract Main PurposePerforming the day to day order processing activities in a particular supply office (project level)  according to MSF protocols and standards in order to ensure an optimal running of the project. __________________________________________________________________________________________________Accountabilities Performing the day to day activities ensuring an efficient running of the Order processing activities in a particular supply office (project level) following the supply procedures according to MSF standards and protocols. Including the following activities: Order Processing• Being responsible for the supply database and the correct filing and archiving of the supply documentation in order to guarantee the availability and the coherence of supply data• Processing all orders and requests and communicating regularly on their status with the initial clients: order received, approval stage, confirmation, RTS  monitoring, backorder, lead times, … and reporting problems to his line management• Communicating with local and international suppliers (status of order, claims …) and reporting problems to line management• Performing delegated tasks according to his/her activity and as specified in his/her job description. Purchasing• 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. Supervising materials and goods orders and dispatch in order to ensure its rational use. Storekeeping• Receiving orders and deliveries, identifying and reporting potential discrepancies against cargo manifest or others and storing materials in accordance with the system in force in order to ensure continuous availability.•  Updating and/or creating stock cards for all stock items immediately after reception of goods. Checking the received cold boxes and controlling the cold chain-monitoring card•  Storing materials in accordance with the system in force in order to ensure continuous availability ensuring that all items are well organised and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.). Monitoring the store temperature and ensuring Cold Chain items are stored in an adequate temperature. Keeping a special control of "sensitive" goods: numbers of lots, expiry dates, packaging and special storage conditions• Preparing orders on time before sending goods, and packing (according to transport means) weighing and labeling freight with corresponding shipping number, destination, number of shipping units, way bill number, weight and mode of transport in accordance with the line manager's instructions• In conjunction with the line manager, performing physical stock counts in accordance with the frequency previously defined. Following up stock levels with regards to alarms thresholds, stock out and expiry dates.• Controlling warehouse limited access to authorized personnel and ensuring doors and other exits are secured. Immediately informing the line manager of any problems arising in the course of the work, particularly with regard to damage, loss, attempted break-ins or theft in the warehouse• Assisting the line manager with preparation of the stock report Competencies • Service Orientation• Good level of communication skills (written and oral)• Behavioural Flexibility• Results and Quality Orientation• Commitment to MSF's Principles • Stress Management• Teamwork and Cooperation