Médecins Sans Frontières (MSF) – Procurement Officer.

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Deadline for application: 15th December 2020
Shortlisting & Contacting candidates: 18th December 2020
Written test: 21st December 2020
Interviews: 22nd December 2020
Duty Station/Mission: Nairobi/ MSF Belgium-KSU
Duration: 6 months Contract, extendable

Médecins Sans Frontières Belgium (Kenya Supply Unit) is looking to fill the position of a Procurement Officer. The selected candidate will report to the Procurement Manager for daily supervision.

Objective of the Position:

  1.  Find good supplier(s) to attend the requester needs, with best price, quality and leadtime.
  2. Support KSU operations by ensuring good management of procurement related databases and files in an orderly manner.
  3. Ensures overall integrity, accuracy and tidiness of information shared, the filing system, ERP system, and product- and supplier database.
  4. Respect the procurement process leadtime, ensuring the proper communication with the costumer service.
  5. Support KSU operations by safeguarding KSU supply SOP’s and guidelines, Service Level Agreements and other Framework Agreements.
  6.  Uphold KSU’s Procurement Key Performance Indicators [KPI’s].

Tasks & Responsibilities:

S/he will perform the following main tasks, among others:-

  1. Follows up on the procurement processes till order placement to supplier.
  2. Communicates to the Purchasing Officer as soon as a bid analysis is performed.
  3. In collaboration with the Procurement Manager assists in conducting market assessments.
  4. Obtains quotation from suppliers when the suppliers preferences cannot apply or for new articles and submit proposals to the Procurement Manager for validation.
  5. Negotiates prices with the suppliers for all items that don’t have a fixed market price.
  6. Ensures compliance with KSU Procurement SOP’s.
  7. Ensures up to date complete and accurate supplier information in MSF approved supplier list, including black listed supplier list.
  8. Ensures all documents needed are complete and accurate before sharing with other departments [e.g. Signed supplier VAT refund agreement, RFQ etc.]
  9. Ensures that the ERP database is properly filled and updated [e.g. quotation information, stabilized prices, supplier preference, and status.]
  10. Administrates contracts and follow-up on suppliers compliance.
  11. Ensures Clearing Agent/Transport quotation and CBA , and prepare Clearing Agent/Transport contract for movements without contract.
  12. Analyses tender/bids received and share with Line Manager for decision making.
  13. Visits suppliers and makes a visit report.
  14. Screens and analyses the RFQs to ensure that all information is clear and captured. Communicates to Customer Service Officer when the request needs more clarification or amendment.
  15. Proposes alternatives and/or crosschecks with Customer Service Officer when requested items are not available, not meeting MSF quality standards or are not in line with previous purchases done by the client.
  16. Proactively engages with the suppliers to maintain a good relationship and to ensure that they are performing according to KSU’s expectations and specifications.
  17. Organizes Supplier Performance Evaluation in relation with the Procurement Manager and Technical persons
  18. Immediately informs the Line Manager of any problems arising in the course of the work.
  19. Back-ups the other Procurement Officer during leave.
  20. In case of Procurement Manager absence, follow-up the activities and assist (when is possible) the tasks of the department.
  21. On request, perform any other additional duties given by the Line Manager in order to allow the organization to function optimally.
  22. Supports and attend KSU inventory.


  1. Prepares monthly reports of assigned procurement activities as requested by Line Manager.
  2. Attends regular meetings to collect and exchange information on supplier performance with Purchasing Officer, Transport Manager, Finance Manager, and Line Manager.

Qualifications & Requirements:

Education: Diploma in Procurement, or related studies in Supply Chain Management. Degree in the same field is an added advantage.

Experience: At least 2 years’ experience in procurement process or supply chain; Previous working experience with MSF or other NGOs is preferable.

Skills/ Competences: diplomacy, culturally sensitive, patience, proactive, flexible, attentive to details, organized; computer literate.

Strengths required: Excellent communication & reporting skills. Strong initiative and a team player.

Language: Proficiency in written and oral English & Swahili.

Candidates meeting the above qualifications are requested to ONLY submit a motivation letter and an updated Curriculum Vitae mentioning on the envelop/ email subject line, “Procurement Officer”, to:

The HR Manager
Médecins Sans Frontières Belgium-KSU
P.O. Box 38897-00623, Nairobi
Email: msfocb-ksu-recruitment@brussels.msf.org

Applications must be received by the deadline. Only short-listed candidates will be contacted. MSF is an equal Employer and does not charge any application/ recruitment fee.





Médecins Sans Frontières (MSF)

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