Procurement Assistant – Maternity Leave Cover (Temporary Position)

Médecins du Monde - France (MdM-F) is an international humanitarian organization whose mission is to provide medical care for the most vulnerable populations, the world over, including Afghanistan. It seeks to stimulate voluntary commitment from doctors, other health care providers, and from those whose expertise in other fields is needed for its activities, to enlist all competent support required for the achievement of its projects, and to seek at all times to encourage close working relationships with populations in its care.

Job Summary:

Under the supervision of Supply and Logistics Officer, the Procurement Assistant will undertake the procurement processes upon receipt of complete Mission Requests (MR). One of the most important duties of a Procurement Assistant is to assist the Supply and Logistics Officer in overall procurement activities.

Responsibilities:

• Verifies MRs by comparing items requested; clarifying unclear items; recommending alternatives
• Process and respond to MRs in a timely manner
• Ensure all MdM policies and procedures are followed for the procurement process
• Prepare procurement documents as per standard threshold requirements.
• Verify MRs for its completeness, output specifications and price; obtaining recommendations.
• Closely coordinate with the requester on quality aspects as well as lead-time, substitute items and secure approvals accordingly before PO level.
• Obtains purchased items by forwarding orders to suppliers; monitoring and expediting orders.
• Verifies and Prepare Delivery Notes for receipt of items by comparing items received to items ordered; resolves shipments in error with suppliers.
• Preparing documents for payment for purchases by forwarding receiving documentation.
• Maintain Purchase Follow-up and other procurement trackers online.
• Ensure that the MdM procurement is aligned with standard purchase procedures.
• Ensure that vendor files are maintained per the MdM standardised filing system
• Ensure that all payment invoices are reviewed and signed by the relevant staff and submitted to the finance department, recorded in the register book, and that finance signs a confirmation of receipt.
• Act as focal person for flight bookings and reconciling of invoices.

• Bachelor’s Degree, Diploma or professional certification in procurement or supply chain management
• Well versed with local market and associated challenges
• At least 1 year of experience working in procurement required, knowledge of NGO procurement experience preferred
• Knowledge or experience working with donor requirements preferred
• A proactive person with initiative and drive, honesty with a high level of integrity; a team-player with good planning, time management and problem-solving skills.
• Ability to work under adverse conditions which may change quickly requiring flexibility
• Ability to work in a cross-cultural environment.
• Ability to work under minimal supervision
• Fluency in spoken and written English, Dari and Pushto
• Proficiency in Microsoft Office