Purchasing Officer
General
- Position: Purchasing Officer
- No of vacancies: 1
- Subject/Mission: Advanced HIV Project
- Duration: 12 Months (Renewable)
- Monthly Gross Salary: INR 28,263/-
- Location: Patna
- Expected Start Date: ASAP
- Closing date: 26th October 2021
- Email to: patna-hrmanager@oca.msf.org
Background
Doctors Without Borders India (DWBI) aims to provide medical assistance without any kind of discrimination including offer medical assistance during natural and manmade disasters through establishment of healthcare centers, implementing medical programs for critical illnesses on its own or with partners, working for creating medical awareness and capacity building and carry out/sponsor research to provide strategic input on relevant medical treatment options in India.
Purpose of Post
Performing the day to day purchasing activities in a particular supply office (coordination or project level) according to MSF protocols and standards in order to ensure an optimal running of the mission/ project.
Functional and Hierarchical Lines
Hierarchically and functionally accountable to the Supply Chain Team Leader / Project Supply Chain Manager / Supply Supervisor / Supply Chain Officer.
Main Responsibilities and Tasks
- 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. 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.
Context Specific Accountabilities
- Responsible for organizing, coordinating, and make sure all paperwork is done for the transport of any good between Patna and Delhi, Includes the making of Way Bills, Packing Lists, and any other necessary paper;
- Assist Logistic Supervisor and Supply Chain Officer in planning the weekly and monthly expenses related with Logistic department, according to established guidelines and to share this with Logistic Manager and finance department. In charge of Logistic weekly advance.
- Needs to ensure good packing from the supplier (when realistic) to avoid repacking;
- Responsible for accurate record keeping and accounting of local purchase expenditures and to maintain the best possible relations with the finance department (closing of advances on time, planning of purchases, etc);
- Support Storekeeper to maintain & arrange the log store, with proper stock cards and related stock requests, delivery notes, etc;
- Support Storekeeper in the transportation of items from warehouse to Medical premises.
- Support in the organization/organizing training/workshops in coordination with the medical, coordination departments as the need arises.
- Follow-up all utility bills (electricity, mobile phones, internet bills) checking their accuracy and ensuring timely payment of the same;
- Responsible to create IR, Purchase order, and do the reception on Unifield in the absence of the Supply Chain Officer;
- Provide logistical support to emergency interventions, including travel at short notice to work on emergency interventions. Assist in the setup of new projects and fill short term gaps in logistical positions in the projects as required;
Requirements
Education
- Essential: secondary education
- Desirable: commerce-related studies desirable
Experience
- Essential: At least 2 years’ experience in supply chain-related jobs
- Desirable: Experience in NGOs
Competencies
- Results
- Teamwork
- Behavioural Flexibility
- Commitment
- Service
- Stress Management
HR & Benefits
- Salary Gross (INR): 28,263/- per month (non-negotiable)
- 18 days annual leave; 12 days paid leave as per specified list of holidays; Sick/Casual leave of 12 days as per calendar year (pro-rated based on hire date).
- Contributions made for statutory benefit programs such as Provident Fund.
- Covered under accidental insurance.
- DWBI provides medical reimbursement for employees and their dependents as per health care policy.
- A stimulating, professional environment in an international organization.
Application Procedure
Please clearly state which position you are applying for and send CV and letter of motivation to apply for this
position (with phone number) not later than 26 October 2021 to
Application without motivation letter will not be accepted.
Due to high volume of applicants, only short-listed
candidates will be contacted.
Note: We do not use any external recruitment consultants and only candidates from the state of Bihar
will be preferred.
