Supply Activity Officer

Main Purpose: Performing the day to day implementation of supply procedures and ensuring efficient administrative processes for one or more areas of the supply programmes (Order Processing, Transport and Customs, Procurement, etc.) at coordination or project level according to MSF protocols, standards and procedures in order to ensure the optimal running of the mission.  Accountabilities:   Performing the day-to-day activities ensuring an efficient running of the administration processes of the supply activities following the supply procedures according to MSF standards and protocols. The activities can include one or more of the following areas:    Performing the day to day order processing activities in a particular supply office (coordination or project level) Responsible for purchase, in particular the follow up of purchases, preparation, together with the Supply Manager, market assessments, contracts and supplier evaluations and communication with local suppliers for the status of purchase orders, claims and complaints Performing the day to day  purchasing activities in a particular supply office (coordination or project level) Performing the day-to-day procedures and administrative processes for the clearance and transportation of goods in a particular supply office (coordination or project level) ensuring an efficient shipment of goods. Controlling quality and costs and the physical state of orders and determines the quantities of products to buy (volume) taking into account the demand and needs of the mission, the availability forecasts, delivery timelines, budget and other relevant factors and monitors stock levels related to monthly consumption figure, expiry dates, excess drugs and possible shortage in the capital Responsible for the supply data base, the correct filing and archiving of the supply documentation and the efficient processing and follow up of orders and requests and ensuring that all necessary tools and management procedures are followed to avoid stock ruptures, losses and excess stocks in the mission 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 Together with the supply manager, determine the purchase planning according to the incoming requests/orders, products availability (shortages/surpluses), delivery times, and other relevant factors. Perform delegated tasks according to his/her specialty and as specified and requested by the Supply Manager/ Logistics coordinator. Performing delegated tasks according to his / her activity(ies) and as specified in his/her job description