Procurement Manager

About MSF

Doctors without Borders (MSF) is an international, independent, medical humanitarian organisation committed to two objectives: providing medical assistance to people affected by armed conflict, epidemics, healthcare exclusion, natural and man-made disasters, and speaking out about the plight of the populations assisted. MSF offers assistance to people based only on need and irrespective of race, religion, gender or political affiliation. MSF is present in more than 70 countries, where thousands of MSF doctors, nurses, logisticians, water and sanitation experts, and other medical and non-medical professionals work together to bring essential health services to people caught in humanitarian crises.

Summary of position 

MSF seeks to employ a suitably qualified Procurement Manager to join the Southern Africa Supply Support Unit (SASSU). The Procurement Manager is responsible for defining procurement strategy and coordinating and monitoring all procurement activities related to local, regional and international purchases of goods, transport, subcontracted works and services for the Southern Africa missions according to MSF protocols, standards and procedures to ensure a transparent and efficient procurement and supplier performance.

Overall responsibilities 

• Aligning with OCB and GPU’s Procurement strategy, define and implement a local/regional procurement strategy to be updated yearly in response to the customer’s needs. When required, articulate with OCB Procurement teams the implementation of a global procurement strategy which can benefit SASSU customers by liaising with the suppliers, leading negotiations, etc.
• Share this information with the SASSU team and delegate tasks where applicable.
• Manage and develop the procurement team, expertise and efficiency. Set yearly goals that are evaluated.
• Compile and update the procurement SOP’s and related documents as it pertains to the SASSU Quality Management System (QMS).
• Support and collaborate with the Regional Procurement Manager to conduct market research and benchmark analysis (including benchmark with MSF Supply and other MSF entities) to compare sourcing options. Report to the Network Manager and the identified stakeholders (ESCs, GPU, RPM, other Technical Referents for Medical and Logistics products, Southern African Missions, etc) any market evolution/change that could influence the Procurement portfolio.
• Analyse the historical and forecasted procurement expenses of all sections/missions in the Southern African Region in order to:
  • Have a comprehensive and in-depth understanding of SASSU customers’ needs
  • Identify the categories/items to focus on and define an adequate strategic approach
  • Identify opportunities to pool procurement wherever possible, rationalize the portfolio of products and rationalize or enlarge the supplier database
• Organise annual market consultations and tenders to participate in commercial negotiations, including travelling when requested.
• Organise annual market consultations to gain a good knowledge of market dynamics and perform external benchmarks.
• Ensure that good quality medical items procured are guaranteed as procured from MSF-approved sites with appropriate shelf life. Liaise with Regional Pharmacists and SASSU Regulatory Pharmacists for technical and quality aspects (The Regional Pharmacists and Regulatory Pharmacists is normally in charge of it)
• Organise and coordinate tenders involving all stakeholders (including counterparts from other ESC, technicians, etc.) in order to select the best-offered products.
• Prepare and lead negotiation with intent to reach an agreement which can results in implementation of a contract or a SLA.
• Implement SLA and contracts with suppliers for all significant amounts of purchase
• Record and archive tenders and details of the negotiation process
• Manage relationships with suppliers to ensure the expected quality of service is provided:
  • Implement KPI to follow the supplier’s performance
  • Evaluate overall performance in liaison with the desk officers
  • Solve disputes with vendors
  • Meet to debrief on operational issues and define follow-up corrective action plans when necessary.
• Continuously update, control and maintain the quality of data related to suppliers.
• Create and update supplier information files, purchase prices under contract and preferred supplier database. (delegate)
• Monitor and control inconsistencies regarding suppliers' commercial information.
• Ensure OCB procurement methodology, analysis, and tools are used, update SASSU’s purchase procedure whenever necessary, and collect and develop good practices in collaboration with OCB Procurement Team to improve the expertise level at Southern Africa Missions’ level.
• Implement and follow up on the Procurement Performance indicators:
  • Estimated savings included in budget achieved savings
  • Number of negotiations completed
  • Data quality related to suppliers
  • Decrease in non-conformities
  • Suppliers KPI improvements
  • Lead time of response from the procurement department
  • Provide the procurement compliance documentation for internal/external audits

Additional Tasks

• Liaise with the SCTL and Customs and Transport officer to ensure transportation of goods within the region is done most cost-effectively. Responsible for implementing transporters selection resulting from the transport tender and monitoring the transporters’ performance follow-up in relation to contract conditions. Collaborate with RPM on MIFAT when required.
• On request, perform any additional duties the direct supervisor gives to allow the organisation to function optimally.

Scope of Activities

• The activities of the Procurement Manager are mainly related to the needs of the Southern Africa Supply Support Unit’s (SASSU) regional procurement activities and the entity’s mandate to support all the Southern Africa missions. (OCB, OCG, OCBA and OCP currently) as well as support to the Central and East Africa region if required.
• On ad-hoc basis, it also supports other missions from MSF worldwide.

Communication

• Reporting
• Prepare monthly report of procurement activities as requested by SASSU Network Manager and Procurement Coordinator of MSF Supply
• In collaboration with Supply Chain Team Leader, provide regular feedback to the SASSU Network Manager on supplier’s performance, procurement spend analysis and procurement and market trends.

Requirements:

• Diploma in supply chain or business administration.
• Minimum two years in procurement, preferably with some experience of dealing with suppliers in developing countries
• English (Read and Write)
• Computer literacy (Office 365, i.e. Excel, PowerPoint, Outlook, Word, OneDrive, SharePoint etc.)
• Ability to work in a multi-disciplinary team environment
• Ability to work independently, show initiative, time management, and problem-solving skills.
• South African citizenship or a valid work visa is a must

Job Advantages and Career Opportunities:

• Experience in a well-known and professionally recognised international medical humanitarian organisation.
• Salary package comparable to other non-profit organisations
• 100% health insurance coverage
• 10% pension contribution towards the employer fund

To apply: 

Please email a one-page motivation letter, your comprehensive CV with details of 3 contactable references to: msfocb-southafrica-admin@brussels.msf.org

Doctors Without Borders South Africa Mission NPC reserves the right not to make an appointment if a suitable candidate cannot be found. While we thank all interested applicants, further communication will only be limited to short-listed candidates.

MSF values diversity and is committed to creating an inclusive working environment. We welcome applications from all qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation and all other diversity characteristics.