Order Processing Officer

Main Purpose

Performing the day-to-day order processing activities in a particular supply office at project level, according to MSF protocols and standards in order to ensure an optimal running of the project.

Accountabilities

•  Performing day to day activities ensuring an efficient running of the Order processing activities in a particular supply office (project level) following the supply procedures according to MSF standards and protocols. Including the following activities:
• Being responsible for the supply database and the correct filing and archiving of the supply documentation in order to guarantee the availability and the coherence of supply data.
• Processing all ordrs and requests and communicating regularly on their status with the initial clients: order received, approval stage, confirmation, RTS monitoring, backorder, lead times, … and reporting problems to his line management
• Communicating with local suppliers (status of order, claims) and reporting problems to line management.
• Performing delegated tasks according to his/her activity and as specified in his/her job description.

MSF Section/Context Specific Accountabilities

Purchasing

• Carries out the purchases of a supply office based on purchase documents issued by the line manager and manages the administrative and accounting procedures related to purchasing (VAT, tax and legal procedures).
• At the request of the line manager, share responsibility with purchasing officer to obtain quotations from suppliers according to the MSF Purchasing policy.
• Gather quotations from Purchasing Officer to create CBA, Purchase Orders.
• Make sure that standard information is available on quotations like (Unit Price, Delivery Lead time, Supplier Name/address/contact info/sign & stamp.
• Make sure the Mission authorization table is respected and procurement activities are align with authorization limits.
• Submit Procurement documents to relevant authorities (as per authorization table) for review/approval.
• Make sure to collect the signed/approved documents from signatories with-in 24 hours. Intimate line management in-case of any delays.
• Share approved copy of PO/contract with Purchaser for him to place purchase orders to pre-selected suppliers with whom prices/quality have been agreed.
• Collect Reception document from warehouse and Invoice from Purchasing Officer to submit the case in finance for release of payment. 
• Update Order Overview in real time and upload file on share drive.

Administration

• Request invoices or receipts, immediately, for all purchases, check they are correctly filled and translate information written in local language before approval.
• Manage the administrative and accounting procedures related to purchases: complete purchase orders, check delivery notes (against orders), etc.
• Make sure hard set of procurement documents are filed in Log Admin Kit (Real time)

• Place of work: Tigray North west based in Shire
• Terms of Employment:   7 Months ( Until 31 December 2024 )
• Remuneration and Benefits:
• Starting gross salary: ETB 28,861
• Medical cover: as per the organization's policy

Education

• Essential Diploma/TVET Level 4 with Competency Certification (COC) and specialization in commerce related studies desirable

Experience

• At least 2 years' experience in supply chain related jobs

Languages                                  

• Spoken English is compulsory and local language

Knowledge

• Computer Literacy 

Competencies

• Results and Quality Orientation L1
• Teamwork and Cooperation L1
• Behavioural Flexibility L1
• Commitment.to MSF Principles L1
• Service Orientation L1
• Stress Management L2

Interested applicants should submit their non-returnable CV and application including of all supporting documents before or on May 28, 2024 at via www.ethiojobs.net

Sincerity of Declarations and Documents Submitted to MSF

Use of false documents to gain employment with MSF will lead to automatic cancellation from the recruitment process and if found after employment will lead to immediate termination.

Dear applicants: - Please Note that we only contact short-listed candidates. Only Shortlisted candidates with the required documents are allowed to attend further assessment

Female Candidates are highly encouraged to apply