Purchasing Officer

Job Description

Title: Purchasing Officer

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

Vacancy: 1

Age: At least 18 years

Job Location: Dhaka

Salary: Tk. 56000 (Monthly)

Experience:

• At least 2 years

• Essential: Higher secondary education;
• Desirable: Bachelor or Diploma or Certification in Business /Supply Chain/Procurement/Management/Marketing/Pharmacy studies or any other relevant education

• At least 2 years

• Age At least 18 years

• Experience:
• Essential: Minimum 2 years' experience in Logistics/Procurement/Supply chain related jobs is mandatory in which at least 1 year in humanitarian, NGO or any other international set up is preferable;
• Desirable: Experience in medical and or non-medical procurement or working as a medical representative/procurement roles in a reputed pharmaceutical company;
• Language:
• Professional level of English and Bangla
• Knowledge:
• Knowledge about BD medical and non-medical sources, markets, products, services etc. Computer literacy (MS Office package), working knowledge of Unifield/ERP sys-tems, General computer literacy with internet browsing
• 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:

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.

• 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 medical drugs, vaccines, Lab reagents, equipment, spare parts and services and same for non medical procurement categories.

• Participate in periodic market assessments within BD pharmaceutical industry to gather information on product and pharmaceutical’s depo availability, pricing trends and keep exploring for possible alternatives.

• In accordance with MSF medical and non-medical LP (Local Purchase) procurement policies and guidelines, develop and manage supplier contracts to optimize costs, quality and finally to ensure quickest possible deliveries.

• Support the MSCM & IPM in managing & tracking expenses, and to identify cost-saving opportunities through bulk purchase, negotiation and alternative sourcing.

• 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 HQ approved suppliers, prepare CBA (comparative 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/IST), fill out exceptional validation documents (EV) & check if EV’s are filled out and validated properly from projects before placing PO’s to suppliers.

• Ensure timely carried out of supplier payments by submitting approved invoices to finance along with other supportive documents (e.g. PO, EV, 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.

• Manage purchasing clerks  by assigning tasks and ensures timely completion, reviews work for accuracy, compliance, and providing guidance, training, and support.

• Assist and support IPM, Intersectional Pharma, supply chain manager and procurement supervisor in the development of medical and non-medical LP 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 MSCM, IPM and Intersectional Pharma.

• Keep regular communication and uninterrupted collaboration with suppliers and pharmaceuticals medical representatives, OC’s pharmas, supply colleagues & IST colleagues to maintain standards for smooth delivery, product quality and supplier performance.

• Quality control of medical items by technical checks and inspections by Technical supervisors, BFOs, Energy specialist, IST Pharma, Workshop Manager, MSCM and or IPM etc. for medical & non medical  items, equipments & spare parts during 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.

• When required, generate reports and analyze procurement data to track key performance indicators, identify errors, and propose data-driven decisions to improve medical and non-medical procurement effectiveness and efficiency.

• Focal point for the movements from Dhaka to Cox with/without passengers for parcels, documents, pass-ports etc.

• Be available during working hours via official email, phone and any other mode of communication.

• Performing any other tasks within the scope of this role, as directed by line manager.

• Adhere to MSF policies, procedures, and guidelines for supply chain activities.

Permanent 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 Reimbursement for employee and direct dependents based on Health Care Policy- Locally Recruited Staff. There will be no provisions for relocation.