Purchasing Officer

Job Description

Title: Purchasing Officer

Company Name: Médecins Sans Frontières (MSF)

Vacancy: 1

Age: Na

Job Location: Chattogram (Chattogram Sadar)

Salary: Tk. 56000 (Monthly)

Experience:

Published: 2025-08-04

Application Deadline: 2025-08-12

Education:

Requirements:

Skills Required:

Additional Requirements:

• Essential, Secondary Education in Commerce related studies essential

• Essential 2 years' experience in supply chain related jobs

• Essential English, Bangla and Chittagonian language

• Essential: Computer literacy (MS Office and Outlook365)

• Performing on a day to day basis the purchasing activities of a supply office, analyzing market sources and competi-tive pricing conditions among different suppliers in order to ensure an ongoing supply of goods, following the procure-ment 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 with the storekeeper

• Performing delegated tasks according to his / her activity and as specified in his/her job description.

• Explore manufacturers, suppliers, negotiate prices & conditions to ensure timely delivery of logistics and non-medical items and services.

• Participate in regular market assessments in Chittagong (CTG), Cox’s Bazar (CXB), and Dhaka (DHK) to gather information on product availability, pricing trends, and potential suppliers. Keep exploring local markets and suppliers for potential options.

• Support supply chain officers and supply manager in managing & tracking expenses, and to identify cost-saving opportunities through bulk purchase, negotiation and alternative sourcings.

• 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 local suppliers, prepare CBA (comperative 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).

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

• Assist and support supply officer, supply manager and procurement supervisor in the development of 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 supply manager and supply officer.

• Keep regular communication with supplier representatives, supply colleagues in projects to maintain standards for smooth delivery, product quality and supplier performance.

• Quality control of items through technical checks and inspections energy specialist, technical referent or Log-co upon 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 to fasten the medical LP processes.

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

• Be available during working hours via official email and phone.

• Performing any other tasks within the scope of this role, as directed by line manager, Supply Manager, Logistics Coordinator and according to the needs of the mission.

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

Technical Skills:

Transport

• Able to read incoming transport documents and prepare outgoing transport documents correctly, with support to ensure accuracy and compliance.

• Capable of identifying anomalies (e.g., damaged goods, quantity mismatches) during reception and reporting claims, with assistance from a supervisor.

Customs

• Understand the basic constraints and lead times related to importation processes, with guidance from the logistics or supply team to ensure proper planning and compliance.

Procurement

• Able to independently negotiate prices and sales conditions, compare quotations, and draft basic contracts. Staff are expected to call for assistance when needed and propose improvements with minimal supervision.

Supply Information Systems (IS)

• Able to use MSF’s supply software (e.g., UniField or Buphagus) relevant to procurement activities, with regular oversight to ensure correct data entry and system use.

Customer Service Management

• Understand the priorities and constraints of internal customers (e.g., medical, logistics teams), and respond to requests with support from supervisors to ensure timely and appropriate service.

Permanent Contract. Salary according to level Five (5) of the internal MSF salary grid (BDT 56000). Salary is not 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 is no provisions for relocation. 2 Festival Bonuses after completion of one year of uninterrupted continuous service.