Location: Any MSF Office*

Contract : fixed term contract – Full time

Reporting to: Head of Indirect Procurement

Deadline to apply: 17 mars 2024

Start date: asap

*By default, the successful candidate will be offered a contract in the MSF office of their country of residence at the time of application.

I. MSF INTERNATIONAL

Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, healthcare exclusion and natural disasters. MSF offers assistance to people based only on need and irrespective of origins, religion, gender or political affiliation.

MSF consist out of 6 Operational Centres (OCs), 3 European Supply Centres (ESCs) and 22 Partner Sections (PS).

MSF International provides coordination, information and support to the MSF Movement, as well as implements international projects and initiatives as requested. MSF International also provides administrative support to the MSF Access Campaign.

II. POSITION BACKGROUND

Procurement of products and services is a critical activity for MSF operations and represents approximately half of MSF’s expenses. Therefore, MSF has undertaken significant efforts in recent years to strengthen and re-organize its procurement function, which have led to the creation of the Global Procurement Unit (GPU). The primary aim of the GPU is to streamline procurement activities and increase compliance, efficiency, and risk management.

Situated within MSF International Office, the role of the Global Procurement Unit is to lead global procurement strategies, to coordinate procurement efforts in the organization and to support the development of the procurement function across all MSF entities to efficiently contribute to MSF’s social mission.

III. PLACE IN THE ORGANISATION

As part of the Global Procurement Unit, the HQ procurement advisor will:

• Report hierarchically to the Head of Global Indirect Procurement.
• Collaborate with key stakeholders in the HQs: Operational Centres, Partner sections, international office and other type of entities requiring support with indirect procurement (supply centres, SITS, etc.)
• Interact with other stakeholders within the MSF movement (ILD, International finance coordination, IO Supply Chain…).

IV. OBJECTIVES OF THE POSITION

The overall objective of this position is to foster the professionalization of procurement activities in HQs to increase efficiency, quality and accountability on procured goods and services, while reducing risks.

Specific Objectives:

1. Give HQs advice and provide them with technical and strategic support.
2. Adapt and monitor processes and tools to support procurement activities at HQ level.
3. Participate in the development and the strengthening of the indirect procurement community.
4. Punctually perform procurement activities in line with the needs of the HQs and the global indirect procurement strategy.

V. MAIN RESPONSIBILITIES

1. Give HQs advice and provide them with technical and strategic support.

• Develop awareness on procurement in HQs.
• Assess the procurement maturity of HQs, advise them on the structuration of their procurement and propose other adapted solutions.
• Provide technical and strategic support to the procurement focal points and HQ buyers.

2. Adapt and monitor processes and tools to support procurement activities at HQ level.

• Analyze procurement practices, procedures and tools in the different entities.
• Liaise with the global procurement process and tools team about the specific needs for HQs.
• Based on the material produced by the global procurement process and tools team, propose the adaptations and make the required improvements specific to HQs.

3. Participate in the development and the strengthening of the indirect procurement community.

• Create a network between the HQs and the indirect category buyers.
• Liaise between the procurement focal points or HQ buyers and the resources available in the GPU (tools, process, learning and development, legal advisor, etc.)
• Exchange best practices and experiences with other buyers across MSF.

4. Punctually perform procurement activities in line with the needs of the HQs and the global indirect procurement strategy.

• Analyze spend and identify strategic suppliers and categories.
• Define with the management team of the entity the priority categories, plan procurement activity and ensure availability of the concerned teams in the entity.
• Lead tenders according to the priorities of the entity.
• Define, in collaboration with the requesting departments and the other indirect buyers, the best procurement strategy.
• Guide the requesting departments in the needs analysis: volumes and technical specifications.
• Guide the requesting departments in the sourcing of potential suppliers.
• Launch tenders, lead the analysis of the offers and the negotiations with suppliers.
• Participate in selecting the most relevant supplier based on pre-established selection criteria.
• Support the different departments in their relationship with their suppliers if needed (negotiation, dispute etc.).