Purchasing Clerk

Job Description

Title: Purchasing Clerk

Company Name: Medecins Sans Frontieres/ Doctors Without Borders (MSF)

Vacancy: 03

Age: At least 18 years

Job Location: Dhaka, Cox`s Bazar (Cox's Bazar Sadar, Ukhia)

Salary: Tk. 47500 (Monthly)

Experience:

• At least 1 years

• Secondary

1. Relevant certificates/diplomas in commerce desirable

• At least 1 years

• Age At least 18 years

Experience: Minimum one year in supply chain related jobs essential. MSF experience a plus.

Language: English and Bangla (written and spoken essential)

Competencies:

• Results and Quality Orientation L1

• Teamwork and Cooperation L1

• Behavioural Flexibility L1

• Commitment to MSF Principles L1

• Service Orientation L1

• Stress Management. L2

Accountabilities:

1. Carrying out the purchases of a supply office based on purchase documents issued by the line manager and managing the administrative and accounting procedures related to purchasing.
2. At the request of the line manager, obtaining different quotations from suppliers according to the MSF Purchasing procedure. Below an agreed threshold, directly assessing the local market, seeks products and suppliers that offer the best value for money, and negotiates prices.
3. Placing purchase orders to pre-selected suppliers with whom prices have been agreed.
4. Requesting invoices or receipts, immediately, for all purchases, checking they are correctly filled and translating information written in local language before approval.
5. Regularly updating the supplier-item-price data on the supply office. Informing the Logistics or Supply Supervisor and Log Co/ Logistics Manager of all information or modifications to the "item-supplier" data: price, address, items available.
6. Managing the administrative and accounting procedures related to purchases: completing purchase orders, checking delivery notes (against orders), advances issued by the Finance Department, etc. Updating information on purchase lists after purchases are made
7. Assisting in reception control process with the storekeeper and supply activity supervisor

MSF Section/Context Specific Accountabilities:

1. Performing day to day purchases of MSF IST in Dhaka/Cox’s Bazar/Ukhiya as assigned by Procurment Supervisor
2. Carry out petty cash management / low value purchases at any of the IST operating locations.
3. Visiting physical market on regular & planned basis to identify & source commodities required by MSF
4. Assisting the supervisor in procurement processes.
5. Assisting Purchasing Officer in 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
6. Maintaining procurement documents, files and records for the purpose of ensuring the availability of documentation and compliance to meet up any future audit trials
7. Responsible for sending / receiving hand carry shipments or regular cargos to and from Dhaka / Cox’s Bazar or any other locations via courier or suitable mode of transportation.
8. Together with the Warehouse Personnel, planning & delivering monthly requests placed by HR office
9. In Consultation with requesters & warehouse staffs, rendering essential information needed before planning the periodical stock replenishment
10. Ensure timely payment of suppliers including invoice collection from suppliers, prepare, submit and follow up invoices with finance team.
11. Keeping tracks of placed orders, following up with the suppliers and ensure the delivery within the set lead time. Informing suppliers in case of any changes in ordered product or quantities
12. Liaise with warehouse staffs to ensure the quality & quantity of the orders delivered by suppliers before proceeding payment
13. Be available during working hours via official email and phone.
14. Performing any other tasks within the scope of this role, as directed by line manager, Log-Co and according to the needs of the mission.
15. Adhere to MSF policies, procedures, and guidelines for supply chain activities.

• 12 month- contract renewable based on performance and operational needs. Salary according to level Four (4) of the internal MSF salary grid (BDT 47500 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.