JOB PROFILE

In order to ensure the provision, in the best timing, of the goods & services ordered by the different Departments of MSF Belgium, the HQ Purchasing Officer manages the whole ordering process: entering of the orders in the system, follow-up with “internal clients” and suppliers and reception of the goods.

S’He ensures an efficient and performant purchasing process and proposes optimized purchasing schedules when possible.

He/she participates to the analysis of the quality of the suppliers in collaboration with the HQ General Expense Buyer.

MAIN TASKS

• Analyse internal purchase requests and involve HQ General Expense Buyer and technician when necessary
• Encoding of new suppliers in the system with the relevant information
• Creation of adequate templates to facilitate internal request process ensuring all the required information is present and relevant
• Encoding of Purchase Orders (POs) in the system
• Sending of POs to suppliers
• Ensuring follow up of the orders to provide information to requesters
• Checking validity and conformity of order confirmations (price, technical specifications, conditioning, delays of payment etc…)
• Ensuring that delivery timings are respected
• Ensuring proper archiving of ordering documents
• Dealing with reception issues with suppliers (conformity, back orders, difference of quantity delivered…)
• Encoding of delivery notes
• Communicating to the HQ General Expense Buyer any issues with suppliers (Quality of services, delays, prices, etc…)
• Support HQ General Expense Buyer in the negotiating process on requests
• Participates to the evaluations of suppliers
• As per the purchasing procedure, link with the HQ purchasing buyer to transfer her ad-hoc purchase requests in order to get a supplier selected, and terms and conditions agreed

CANDIDATE PROFILE

• 2+ years purchasing experience
• Accounting knowledge is an asset
• Strong customer service acumen
• An action-oriented individual who proactively partners with internal clients to collaborate and resolve challenges
• Must be very detail oriented and able to manage multiple projects in a fast-paced environment
• Well-organized, deadline-oriented
• Must possess excellent interpersonal skills, strong self-awareness and honed diplomacy skills
• An high level of energy, enthusiasm and motivation to make the purchasing project successful
• Good knowledge of IT system (type ERP) is required
• Fluency in French with good knowledge of English are required, Dutch is a plus

CONDITIONS

• Open-ended contract - full time -  based in Brussels (Ixelles)
• Hospital Insurance (DKV) - Pension plan – Canteen at democratic price – reimbursement (100%) for public transportation costs
• Starting : immediate

Deadline for Application: 04 of April 2016

Interested candidates should send Cover Letter and Curriculum Vitae, by e-mail to Kristina.presis@brussels.msf.org  or to Kristina Presis, Finance Department, Rue de l’Arbre Bénit 46, 1050 Brussels

 

CONTEXT

MEDECINS SANS FRONTIERES is a non-governmental humanitarian aid organization. MSF Belgium is an operational Centre which presently works in more than 30 countries, where our volunteers provide assistance to populations in distress and victims of conflict, irrespective of religion, philosophy or political convictions.

In 2015, MSF Belgium Launched a project to implement an IT purchase system in order to improve the management of the procurement process (validation, control of budget, view of commitments, etc…). This will also improve the purchasing process and notably the relationship with suppliers in order to improve the level of services they are offering.

The position is based in the HQ in Brussels, where the volume of purchases amounts to 20 Mio€ which represents approx. 5.000 purchase orders per year. S’He is based in the Finance Department and reports to the Accounting Manager.

The objective of the function of HQ Purchasing Officer is to provide services to his/her “internal clients” that are based in the different departments of the HQ.

The core of his/her role is to process ordering in the new IT system, to follow the purchase process with “internal clients” and suppliers and ensure the reception of the goods. For that reason, the HQ Purchasing Officer will be physically based in the transmission unit.

S’He will work closely with the HQ General Expense Buyer who will notably develop the Purchase strategy for HQ and ensure the negotiations with the suppliers. The HQ Purchasing Officer may support the HQ General Expense Buyer on requests.

Bachelor en secrétariat de direction ou expérience équivalente

Minimum 5 ans d’expérience en assistanat / secrétariat de direction

Bilingue Français-Néerlandais, bon niveau d’Anglais

Rédaction aisée, bonne orthographe

Familiarité avec les outils informatiques

Capacités d'adaptation, aisance dans les relations interpersonnelles.

 

Toute expérience passée en secrétariat de direction, gestion administrative d'une ASBL ou autre fonction similaire, est un plus.

Pour postuler

 Merci d’envoyer vos CV, lettre de motivation et disponibilités à : job@asf.be, en précisant «Assistant/e du Conseil d’Administration» en objet.

L’organisation

Créée en 1992, Avocats Sans Frontières est une ONG internationale, qui se donne pour mission de contribuer à la réalisation d’une société juste et équitable, dans laquelle le droit est au service des groupes et/ou populations les plus vulnérables. Son objectif principal est de contribuer à la mise en place d’institutions et de mécanismes permettant l’accès à une justice indépendante et impartiale, capable d’assurer la sécurité juridique et de garantir la protection et l’effectivité des droits fondamentaux.

Avocats Sans Frontières a des missions permanentes au Burundi, en RDC, en Ouganda et en Tunisie, et développe des projets en RCA, au Tchad et dans les MENA. Elle met également en œuvre des projets transnationaux sur la justice pénale internationale, la protection des défenseurs des droits de l’Homme et l’accès aux droits économiques et sociaux, en étroite collaboration avec les avocats et la société civile.

Fonction générale

L’assistant/e du Conseil d’Administration (CA) appuie le Président et les membres du CA dans le bon déroulement des réunions, selon le respect du statut d’ASF et des règles des ASBL. Il/Elle assiste les membres du CA à la rédaction des rapports, appuie la préparation de réunions externes et gère l’agenda des activités de représentation des membres du CA. Il/Elle n’est pas membre du CA mais assiste aux réunions en tant qu’observateur (sans participation aux débats ni aux décisions). Par sa fonction, il/elle est tenue à la confidentialité.

Pour consulter l'offre complète, veuillez consulter le lien suivant:

http://www.asf.be/wp-content/uploads/2012/01/Offre-Assistant-CA-Bénévole-prol.pdf

·        Etudiant(e) ou diplômé, avec une sensibilité pour le développement/la coopération, la communication ou la pédagogie.

·        Connaissance et intérêt pour le secteur associatif, en particulier l’éducation au développement pour un public d’adolescents.

·        Maîtrise des logiciels informatiques courants.

·        Etre disposé à se déplacer dans des écoles à Bruxelles et en Wallonie. Etre en possession du permis B est un atout.

 

·        Qualités requises : esprit d’initiative, créativité, sens de l’organisation, bonnes capacités d’adaptation, facilité de contact/de témoignage devant des élèves du secondaire.

Dans le cadre de son volet Nord, DBA offre la possibilité à un étudiant ou diplômé d’effectuer un stage d’une durée de 3 mois (fin août – fin novembre) au siège de l’ONG, Avenue Van Volxem, 380 à Forest (Bruxelles). Le stagiaire participera activement au travail des 7 permanents et de l’équipe bénévole de l’association composée de 80 personnes.

Les thèmes de stage sont définis selon les besoins de l'ONG et du stagiaire mais sont principalement axés sur le pôle d’activité « éducation au développement » de l’organisation.

Les principales activités du stagiaire seront :

-      Participation à la campagne de présentation du projet DBA dans diverses écoles secondaires (coordination des contacts avec les écoles, mobilisation de l’équipe bénévole, présentations devant des classes de Bruxelles et de Wallonie) ;

-      Participation à l’élaboration d’outils d’éducation au développement (création de jeux et mise en situation, gestion et mise à jour de la vidéothèque et de la bibliothèque) ;

-      Participation à la gestion administrative de l'ONG.

 

Le stage n’est pas rémunéré.

Profile and relevant experience • Master Degree in political sciences/sociology/development/public health or alternatively an equivalent combination of relevant trainings and experience • At least 3 years of operational experience relative to international projects, preferably in the field • Knowledge and experience in PCM, log frame, PMER, budget • Ability to formulate and submit projects and to report to donors in French and in English. Ability to work on budgets and financial reporting • Personal commitment, efficiency, flexibility and result-driven • Ability to meet deadlines and work under pressure • Ability to work harmoniously with colleagues from varied cultures and professional backgrounds • Experience with DGD and EU partnership is an asset. Experience in Central Africa is also an asset Languages Excellent written and oral command of French and English. To capitalize the contact with the Belgian colleagues and donors, a good command of Dutch is an asset.

Workfield SOS Children's Villages Belgium is a Belgian VZW/ASBL and NGO which focuses on the child’s development to become a self-supporting and contributing member of society trough the support of a caring family environment. Recognizing the role of the child in his/her development, as well as the role of his/her family, community, state and other service providers, we work together with relevant stakeholders to find the most appropriate response to the situation of children at risk of losing parental care and those without parental care. Based on the specific situation and best interests of the child, program interventions are developed and actions taken. Together with other stakeholders, we build on the foundation of existing resources, initiatives and capacities and we strengthen these where required. In this way, we respond with relevant interventions, making best use of available resources, and have a greater impact on the situation of the children within our target group. The department “International programs and institutional funds” is in charge for the coordination of international programs with local partners and the Federation SOS Children’s Villages International, development and management of institutional partnerships, support of the other departments of the NGO (communication, administration and fundraising), and advocacy for the children’s rights, particularly of the SOS target group. Under the direct supervision of the Head of the International Programs and Institutional Funds Department and having in mind the mission and vision of SOS Children’s Villages, the collaborator will support the department with the following objectives and tasks. Main objectives of the function 1. Coordination of international programs (the geographic area will mainly focus on Central Africa) 2. Development and management of institutional partnerships (at local, Belgian and international level) 3. Internal communication on the projects, adapted to the final addressee In particular, with the support of the team and the Managing Director: he/she will have the following duties and responsibilities: 1. Institutional partnership development • Prepare institutional applications (including the DGD) with the participation of local partners, the Federation SOS Children’s Villages International and any other stakeholders to be involved • Prepare and defend narrative and financial reports towards the donor • Constantly screen the institutional partnership opportunities • Take an active and proactive role in the evolution of this channel for the NGO • Participate and represent SOS Children’s Villages Belgium to the meetings of the NGO sector 2. International programs coordination: • Support the local partners in the planning, monitoring, evaluation and reporting of the programs (PMER), particular support depending on the specificity of each program. • Support the PMER system in place and participate to its evolution • Organize, take part in and lead monitoring missions, auto and external evaluations and implement missions’ recommendations • Give sporadic support to the SOS Belgian youth welfare projects 3. Internal communication • Support the department in charge of the private partnership in their fundraising actions • Support the department in charge of the communication regarding the SOS magazine, the website and the annual report • Inform the team of SOS Belgium about the situation of the international and Belgian projects Any other duties that may be required for the best interest of the organization Method of application All applications should be addressed in English to marie.wuestenberghs@sos-kinderdorpen.be, quoting the above vacancy notice title before 27 March 2016.