Order Processing Officer Full Time

The main purpose of the Position

Performing the day-to-day order processing activities, in particular supply office project level, according to MSF protocols and standards to ensure an optimal running of the mission/project

Accountabilities

• Performing day-to-day activities, ensuring an efficient running of the order processing activities at a particular supply office coordination level following the supply procedures according to MSF standards and protocols.
• Being responsible for the supply database and the correct filing and archiving of the supply documents 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.
• Provide enough information about an order to the purchaser/procurement supervisor before collecting a quotation to ensure the right item is purchased.
• Follow up with the warehouse team and the purchaser to ensure that supply lead time is respected.
• Performing delegated tasks according to his/her activity and as specified in his/her job description.

MSF Section/Context-Specific Accountabilities

Software responsibilities

• Encode validated internal requests in Unifield as soon as received and validate in the system.
• Source items requested from stock and share the document and delivery location with the storekeepers.
• For orders requested from stock, before encoding, check for the stock’s availability to avoid a lot of non-available open documents in Unifield.

Communication with requestors/projects:

• Receive IRs from requesters and request clarification from the requesters/projects in case there is a lack of specification to proceed with the sourcing.
• Support the requesters in selecting the right code and description to be on the Digital IR.
• Ensure that all signatures (or mail validation) are correctly collected on IR.
• With the support of the project Supply Manager, generate a back-order report (BO) and share it with the requesters based on the agreed schedule for them to know the status of their orders.

Document flow:

• Knows and understands any memo/tool/SOP/template of the supply kit.
• Follows the Archiving guidelines to ensure a proper filing system in the project.
• Archive properly all relevant documents in the digital desk and share them with various users.

Other Responsibilities:

• Responsible for overall follow-up/ tracking of orders on unifield.
• Responsible for checking and ensuring orders are placed and processed respecting the general MSF Sourcing and Purchasing policies.
• Responsible for making sure that all received field orders from the projects are validated by all content and budget responsible according to the validation table and sent officially via email copying all responsible.
• Responsible for making sure that the details of all incoming IRs are clear before proceeding to encode in Unifield.
• Responsible for making priority decisions amongst IRs for execution.
• Responsible for sending received IRs to Project Supply Manager for the execution of orders into purchase orders according to the priority.
• Responsible for communicating statuses of IRs with projects and coordination on need basis and regularly through weekly back-order reports.
• Responsible for notifying and reminding the purchaser about delivery lead times of pending requests.
• Responsible for archiving IR related documents chronologically in the physical box file