Order Processing Officer

ORDER PROCESSING OFFICER

Position status: Fix term contract for 1 year (Renewable based on Budget availability and performance )

Location: Ibb – Al-Qaidah

Doctors Without Borders / Médecins Sans Frontières (MSF) is an international, humanitarian, non-governmental organisation providing assistance to people in need as a result of natural and man-made disasters, irrespective of race, religion, ideology or politics.

Main Purpose

Performing the day to day order processing 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 mis-sion/project

Accountabilities

• Performing the day to day activities ensuring an efficient running of the Order processing activities in a particular supply office (Project or coordination level) following the supply procedures according to MSF standards and protocols. 
• Being responsible for the supply database and the correct filing and achieving of the supply documentation in order to guarantee the availability and the coherence of supply data.
• Processing all orders 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

• Responsible for encoding all E-IRs from the requesters via email and notify them in case of any missing information or another issues. 
• Ensure the data quality and regular follow of the standard codes, including communication to technical departments and Coordination. 
• Performing cleaning all pending data in database on weekly and monthly, including communication with line manager, requestors and technical teams.
• Follow up  daily tasks on the ordering process, including sourced from local suppliers in the project and Coordination, regular communication with suppliers and the Coordination Supply team to follow up the status of orders and share updates to proejct.
• Performing all donations from project to MOH and other parties.
• Responsible for archiving all procurement-related documents in Unifield, SharePoint, and hard-copy files.
• Supporting line manager for the procurement activities, market analysis, updating supplier list, preparation of documents like RFQ, CBA. 
• Ensure compliance with the approved technical validation table and respecting finance procedures and timeline indicated in the project.

Requirements

Education    

• Essential, secondary education; commerce related studies desirable

Experience    

• Essential in supply chain management (minimum 2 years) and in organization of supply administration and procedures. 
• Desirable proven understanding of MSF Field Logistics (general knowledge of MSF equipment and kits in accordance to the nature of the project)

Languages:

• Arabic & English language are essentials.

Knowledge    

• Computer literacy