LT03603
ORDER PROCESSING OFFICER
Level 5
Career Path
Reports to (Hierarchical)
Supply Chain Team Leader / Supply Activity Manager / Supply Chain Officer / Supply Activity Supervisor
Reports to (Functional)
Supply Chain Team Leader / Supply Activity Manager / Supply Chain Officer / Supply Activity Supervisor
Job Family
Logistics and Supply
Main Purpose
Performing the day to day order processing activities in a particular supply office (coordination or project level) according to MSF protocols and standards in order to ensure an 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 (coordination or project level) following the supply procedures according to MSF standards and protocols. Including the following activities:
- Being responsible for the supply database and the correct filing and archiving of the supply documentation in order 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
Education
Essential, secondary education; commerce related studies desirable
Experience
- Essential in supply chain management (minimum 2 years) and in organization of supply administration and procedures.
- Desirable proven understanding of MSF Field Logistics (general knowledge of MSF equipment and kits in accordance to the nature of the project)
Language Level Description
B1 Independent User
Threshold or intermediate
- Can understand the main points of clear standard input on familiar matters regularly encountered in work, school, leisure, etc.
- Can deal with most situations likely to arise while travelling in an area where the language is spoken.
- Can produce simple connected text on topics that are familiar or of personal interest.
- Can describe experiences and events, dreams, hopes and ambitions and briefly give reasons and explanations for opinions and plans.
Technical Skills
Warehousing
Transport
UNDER SUPERVISION
Able to read incoming transport documents and to write outcoming transport documents
Capacity to detect anomalies at the moment of reception and to declare a claim.
Customs
UNDER SUPERVISION
Be informed of importation constraints and lead time.
Procurement
UNDER SUPERVISION
Understanding of the MSF purchasing package
Knowledge of local market (in terms of suppliers, prices, availability, etc.)
Supply IS
AUTONOMOUS
Able to use supply software in the entire supply chain.
Demand Planning
Customer Service Management
MASTER
Able to work according to client requirements
Knowledge of downstream claim management
Able to establish customer reports.
Supply process Synchronization
Transversal Competencies
Commitment to MSF’s Principles
Demonstrates knowledge of and accepts MSF’s principles
- Respects the choices made by the organisation.
- Has basic knowledge of MSF’s mission and main activities.
- Respects and accepts the medical ethics and principles of MSF.
- Knows the difference between MSF’s activities and those of other NGOs and actors.
Behavioural Flexibility
Accepts changes
- Accepts changes without knowing the full reasons for them.
- Accepts new ideas in a positive way.
- Positively accepts changes in his/her environment.
- Accepts arguments opposed to his/her own.
- Is willing to listen and to take on new tasks in his/her job.
Stress Management
Manages own stress
- Expresses awareness of his/her own stress level.
- Is able to identify causes of his/her own stress and/or asks for help in detecting them.
- Is able to express to others his/her personal stressors at an appropriate time without overwhelming them.
Results and Quality Orientation
Performs his/her work
- Knows objectives of the job.
- Defines tasks to achieve objectives and establishes a working plan.
- Reviews and checks his/her work to detect mistakes and to correct them immediately.
- Values high-quality work.
Service Orientation
Knows and understands clients’ needs and interests
- Identifies and has a clear understanding of who the client to be served is.
- Identifies clients’ needs and concerns, and provides them with useful information and quick solutions.
- Listens to clients and asks them questions to determine their needs and motivations.
- Gets to know how the rest of the team works.
Teamwork and Cooperation
Acknowledges the importance of teamwork and cooperation
- Is responsible for his/her work because he/she knows the repercussions it has on the team or on others.
- Establishes and maintains good working relationships with colleagues, is accessible and listens to others.
- Cooperates with the team and supports decisions made.
- Demonstrates a predisposition to work with others and gives help when asked.
- Acknowledges there are common goals as well as individual objectives deriving from the personal plan of action.