Order Processing Officer Full Time

The main purpose of the Position

Performing the day-to-day order processing activities in a particular supply office (coordination or project level) according to MSF protocols and standards to ensure the optimal running of the mission/project.

Accountabilities

• Performing the day-to-day activities ensuring an efficient running of the Order Processing activities in a particular supply office in coordination following the supply procedures according to MSF standards and protocols. Including the Following activities:
• Being responsible for the supply database (Unifield) and the correct filing and archiving of the supply documentation 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 and international 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 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 all received IRs from coordination are validated by all content and budget responsible according to the validation table and made through unifield.
• Responsible for making sure that all incoming orders (FO/ IR) are clear for the following:
• Requesting departments or projects accurately specified
• Addresses accurately specified
• Delivery dates according to chronograms
• MSF standard Codes
• Accurate Descriptions and specifications
• Correct unit measurements
• Appropriate budget codes.
• Responsible for making priority decisions amongst orders for execution.
• Responsible for sending received orders to the procurement supervisor for the execution of orders to purchase according to the priority.
• Responsible for communicating statuses of orders with projects and coordination on a need-to basis and regularly through weekly back-order reports.
• Responsible for notifying and reminding the procurement supervisor about delivery lead times of pending orders.
• Responsible for making and validating of purchase orders for local and international purchases according to the appropriate proforma and information gathered by the procurement team.
• Responsible for sharing monthly supply situational report data such as:
• Number of received orders
• Number of lines of orders
• Number of orders/ lines of orders locally purchased
• Number of orders/ lines of orders routed to international order
• Number of back orders/lines of orders.
• Responsible for archiving order related documents chronologically both physically and on the digital desk.