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:
  • Order Processing: Performing the day to day order processing activities in a particular supply office (coordination or project level)
  • Purchasing: Performing the day to day purchasing activities in a particular supply office (coordination or project level)
  • Transport and Customs: 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
• Performing and coordinating administrative procedures related to his/her supply activity(ies), verifying the compliance to MSF procedures, standards and protocols
• Ensuring that all necessary tools and management procedures are followed to avoid stock ruptures, losses and excess stocks in the mission
• Performing delegated tasks according to his / her activity(ies) and as specified in his/her job description.

Context Specific Accountabilities

IR (Internal Request) Management

• Receive the Internal Requests (IR) from our team in Gaza and follow the supply process until reception of goods by the requesterTreat IRs (split into Stock, LP, or international purchase).
• Send IRs to Jerusalem (JSM) and Amman for further processing.
• Follow up on IRs in JSM and Amman.
• Send IR follow-up updates weekly.

Purchasing Process

• Launch Purchase Orders (POs) for suppliers.
• Upload IR and PO documents to SharePoint and request validation.
• Act as the first focal point for all purchases.
• Set purchase priorities for the purchasing clerk.
• Support the purchaser activities if needed.
• Conduct market assessments.
• Compile quotations for Competitive Bid Analysis (CBA).

Invoice & Documentation Management

• Receive and verify invoices.
• Ensure proper archiving of all procurement documents.

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Education

• Essential secondary education
• Desirable technical diploma, in supply chain or commerce related studies

Experience

• At least 2 years' experience in supply chain related jobs or in the logistics department
• Desirable proven understanding of MSF Field Logistics
• Similar working experience with MSF or other INGO/NGO will be considered as an asset

Languages 

• Essential mission language and local language desirable

Knowledge

• Computer literacy 

We kindly ask all applicants to include a cover letter with their application. In your letter, please introduce yourself, share why you're interested in the position, and explain why you believe you're a great fit. Please note that applications without a cover letter won’t be considered.

All documents of the application (CV and Cover Letter) must be in English. All responses in Google forms should also be in English.  

Please submit your CV and Cover letter including aforementioned instructions in English to the following link: forms.gle/4G9rRFN9TFBmvpqJ7 

The deadline for application is 18/05/2023, 12.00 midday.

Only short-listed candidates will be contacted for technical test and interview.

All the steps of the recruitment will be done in ENGLISH.

In order to submit your application via Google Forms, you shall have a GMAIL account. If you do not have one, you shall create a GMAIL Account.