Procurement and Supply Officer
Medecins Sans Frontieres
Total years of experience :19 years, 7 Months
-Oversee the activities of the Supply department
-Draw up a plan for the purchase of equipment, services and supplies.
-Looking for interested suppliers and negotiating the best deal and also, maintaining good relations with the suppliers
-Approve the best products or services that have low prices VS quality after reviewing and analyzing all options
-Maintaining accurate records of purchases and pricing
-Ensuring that the department has the important details, such as the suppliers’ qualifications, delivery times, potential development and products.
• Examine the needs and concerns of the business to develop relevant practices and procedures for preparing business reports
• Create and maintain efficient and secure systems for recording data and producing relevant documentation
• Analyze inventory, planning, performance, and financial reports and provide insights.
• Train workers in the use of systems, teaching them to prepare reports and properly utilize report data
• Create customized tools and applications to handle the specific reporting needs of the business
• Work along with both IT departments and project managers to find any issues with custom software, as well as to propose and develop upgrades to deal with technical issues and enhance efficiency as business needs change.
• Build and run reports for Finance, HR, Sales, Logistics, Documentation, and the team lead to monitor performance and track KPIs.
• Create and run dashboards for cross functional meetings.
• Continuously improve reporting to offer new insights to functional teams and management.
• Work closely with the All supply chain teams to ensure the best supply chain solutions are achieved
• Completing investigation of complex service complaints ensuring targets are met.
• Provide an interface between the Supply Chain and Regional Office
• Work along with Technical team to problem solve orders that have already departed, and find a solution to fix documentation
• Work on Air freight orders to provide a quicker solution to expedite orders for customers in urgent needs, or in case of wrong sea freight orders
• Raising perfect deliveries and ensuring it captures all pre shipment requirements’. Ensuring effective and fast communications with stakeholders to minimize the turnaround time of queries
• Run and monitor reports for the team to achieve the certain targets on a weekly basis
• Ensuring orders are delivered In full and On time
• Adhere to shipping and regulatory-compliance procedures
• Managing multiple country based customers with complex and demanding requirements
• Dealing with logistics, planning, documentation and stores to ensure that the orders are getting sent in full and on time.
• Running and monitoring certain reports for the team in order for the contracts/deliveries to be raised in a timely manner.
• Dealing with customers inquiries and following up on complaints
• Dealing with the regional office to make sure they send contracts on time
• Checking payments/letter of credits are clean and made on time for prepaid customers before sending to stores to pack
• Work along with Master Data team to make sure all information/shipping details are updated in the system as some markets keep changing their requirements
• Coordinate and run problem solving sessions using different techniques
• Assist with training of new employees within department
• Issuing the support and maintenance agreements
• Dealing with the customers and managing their accounts
• Maintain hard copy and electronic filing system
• Perform general clerical duties to include but not limited to: time keeping, scanning, mailing, and filing.
• Prepare and distribute internal / some external communications for general information using email and information boards
• Issuing technical manuals for customers, complimenting the purchased software
• Leading and supporting the team members
• Issue the monthly bills for customers with complex requirements
• Work on odd meter cases like meters that haven’t been issued bills for years due to different reasons
• Working out the value of the bills for customers in some cases
• Interacting with the customers, resolving enquiries and complaints
• Issue the daily report for electricians to cut power on customers with high bills values and haven’t paid for more than 3 months
• Monitor the electricians and readers daily work route
• Work on a weekly schedule for both electricians and readers to maintain higher rates of bills issuing and collection