Procurement Assistant Full Time NEW

Vacancy Announcement

Médecins du Monde (MdM) or Doctors of the World is an international humanitarian organization that provides medical care and support to vulnerable populations around the world. Founded in 1980, the organization’s mission is to ensure access to healthcare for all, regardless of race, religion, or political affiliation. MdM operates in over 40 countries including Ethiopia, delivering medical aid in crisis zones, conflict-affected areas, and areas of extreme poverty. Our teams of healthcare professionals, including doctors, nurses, and support staff, work tirelessly to provide essential medical services, emergency relief, and long-term healthcare programs.MDM–France invites qualified candidates to apply for the following position :

Position Title: Procurement Assistant
Duty station: Addis Ababa Coordination Office
Employment Term: 6 months contract
Reported to: Logistics Coordinator
Required positions: 1 (One)
Deadline to apply: September 26, 2025

Job Summary:

Under the supervision of Logistics coordinator – Procurement, the Supply Assistant – Procurement will undertake the procurement processes upon receipt of a complete Mission Request (MR), keeping MR tracker current on daily basis. Assisting line manager in updating supplier/service provider database and ensure optimal compliance with MdM standard procurement procedures.

Responsibilities:

•  Lead the end-to-end procurement process in strict compliance with MdM and donor procurement policies, ensuring all purchases are completed efficiently, cost-effectively, and with the required quality.
  · Coordinate closely with the Logistics Coordinator to review procurement requests, verify the completeness of all required documentation, and ensure adherence to validation matrix requirements.
  · Enter all approved Mission Requests (MRs) into the Purchase Follow-up tool and monitor/update their status on a daily basis to maintain accurate tracking.
  · Obtain and review competitive quotations, prepare accurate and transparent Evaluation Grids, and present findings for validation and approvals in accordance with MdM Procurement Procedures.
  · Proactively survey local and regional markets to identify new suppliers, evaluate their capacity and reliability, and register qualified vendors in the procurement system.
  · Manage the archiving of procurement files — uploading e-copies to SharePoint and ensuring proper filing of hard copies to maintain accurate records and audit trail.
  · Ensure all deliveries of goods and services comply with the terms and conditions of the Purchase Order (PO) or Service Agreement and liaise with suppliers to resolve any discrepancies.
  · Assist in tracking and verifying invoice accuracy, ensuring all supporting documents are completed and timely forwarded to the Finance Unit for payment.
  · Develop and maintain standard price lists for regularly purchased supplies (office supplies, stationery, recurring items) to facilitate framework agreements and streamline future procurement.
  · Maintain the MR Tracker and give access to all stakeholders so that requestors can monitor the status of their procurement.
  · Support the preparation and timely submission of routine procurement reports, ensuring they meet internal and donor reporting requirements.
  · Upon request, support field offices with procurement processes and travel as needed to provide hands-on assistance.
  · Coordinate with freight forwarders, customs agents, and government agencies to facilitate smooth importation and customs clearance of shipments.
  · Prepare all required import/export documentation (invoices, packing lists, permits, tax-exemption letters, and waybills) and ensure proper follow-up to avoid demurrage and delays.
  · Liaise with relevant customs offices and agencies to resolve clearance issues, secure tax/duty exemptions, and monitor the status of shipments until delivery to final destinations.
  · Maintain records of all customs clearance transactions and ensure accurate tracking of shipments and related costs for internal control and audit purposes.
  · Assist in developing capacity-building sessions for warehouse and logistics teams to ensure proper handling and receipt of shipments according to organizational standards.

• · Bachelor’s degree, professional certification in procurement or supply chain management
  · Well versed with local market and associated challenges
  · At least 3 year of experience working in procurement required, knowledge of NGO procurement experience preferred.
  · A proactive person with initiative and drive, honesty with an elevated 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 and host country local language (s) required.
  · Proficient in Microsoft Office
  · Open to learn and career oriented to accept challenges.