Procurement Coordinator

Date: Nov 5, 2022

Location: New York City, NY, US, 10006 Washington, D.C., DC, US, 20036 Oakland, CA, US, 94612

Organization: Doctors Without Borders | Médecins Sans Frontières

Doctors Without Borders/Médecins Sans Frontières (MSF) is an international humanitarian organization that delivers impartial medical care to people affected by conflict, epidemics, disasters, or exclusion from health care in over 70 countries.

We welcome candidates who bring a wide variety of backgrounds and experiences to join us in working toward MSF’s common mission.

 

Department

 

 

The Procurement & Facilities Services department provides an array of services to MSF-USA.  In Procurement, the department procures goods and services, and provides contract and vendor selection oversight.  The department maintains the office in superior working condition, provides office supplies, mail distribution and meeting assistance.  The department also is responsible for booking travel for HQ staff, works with FHR booking staff, maintains the travel policy and provides training on the Online Booking Travel tool.

 

 

Project

 

 

In Procurement, the department works with and serves MSF-USA staff by providing assistance with sourcing & vetting of vendors, launching RFP/RFQs, contract oversight & management, policy & procedure creation, risk avoidance & analysis, vendor performance & relations and staff training with an emphasis in obtaining project goals and acquiring goods and services at the best quality, value, and price.

 

The Procurement Coordinator is responsible for ensuring the purchasing workflow runs smoothly and accurately in accordance with MSF-USA procurement and FCC guidelines. The Procurement Coordinator  provides executive administrator support and shared leadership to the Procurement team in providing guidance and coaching to all MSF-USA teams in the adherence of best practice procedures when obtaining goods and services. Demonstrated written/oral communication skills, as well as excellent MS Suite, SharePoint, NetSuite, data entry & management, and internet research skills are essential to fulfill the requirements of this position. The Procurement Coordinator is also independently responsible for organizing and maintaining electronic and paper documentation and liaise effectively with staff and vendors regarding procurement procedures, contract details, spend analysis, etc.

 

 

Tasks

 

  • Assess current and new contracts, SOWs, MSAs, and other documents
  • Generate purchase contracts in NetSuite
  • Create Purchase Orders in NetSuite based on requests by others
  • Source and vet vendors as needed, including financial vetting and reference documentation; current and new
  • Assist and support RFQ/RFP processes
  • Point of contact for contract owners prior to expirations and renewals
  • Generate quantitative and qualitative reports
  • Record data entry in various software databases
  • Demonstrate critical thinking/problem solving and data analysis
  • Maintain vendor files
  • Monitor contract management system
  • Conduct internet research
  • Manage ad hoc and planned projects as assigned
  • Represent Procurement team and MSF-USA internally and externally in meetings with vendors and outside legal counsel

 

 

Qualifications

 

Required

 

  • 3-5 years of professional work experience in a procurement role, especially in contract management
  • Familiarity with vendor sourcing, selection, and vetting
  • Professional familiarity with supply chain management
  • Excellent analytical ability in reviewing contract terms
  • Ability to negotiate with vendors
  • Proficiency in MS Suite, especially Word and Excel, SharePoint, NetSuite
  • Excellent English language oral/writing and comprehension skills required for assessing contracts and drafting professional correspondence on behalf of the Procurement Department and other MSF-USA teams
  • Can-do attitude and adaptability for learning and successfully completing new assignments.
  • Committed to delivering Procurement Department services to all staff in a predictable, reliable, and timely manner, that meet or exceed staff expectations
  • Ability to work independently and as an active member of a team and share leadership
  • Demonstrated ability to prioritize projects as needed and exercise considerable judgment, attention to detail, and discretion when liaising with staff and vendors and when completing assignments.

 

 

Please note neither relocation assistance nor visa sponsorship will be offered for this position. 

  

Expected to work in a hybrid remote work environment with the ability to come into either the NYC office or regional hub (Washington, DC or Bay Area, California) a minimum of 2 times a week.  

  

No phone calls or emails please. Only shortlisted candidates will be contacted

  

Application Deadline: Open Until Filled

 

Your Safety Matters: Vaccination and booster against COVID-19 is a requirement at MSF - USA

 

Equal Employment Opportunity and Non-Discrimination:

 

MSF-USA is committed to building a diverse, unbiased, and inclusive workforce. MSF-USA is an equal opportunity employer; we recruit, hire, train, promote, develop, and provide other conditions of employment without regard to a person’s gender identity or expression, sexual orientation, race, religion, age, national origin, disability, marital status, pregnancy status, veteran status, genetic information, or any other differences consistent with applicable laws. This includes providing reasonable accommodation for disabilities, or religious beliefs and practices. Members of communities historically underrepresented in the Humanitarian Aid sector are encouraged to apply.

 

If you have a disability of some kind and are interested in applying for employment and need special accommodations to use our website to apply for a position, please contact Human Resources by emailing us: employment.msfusa@newyork.msf.org

 

Reasonable accommodation requests are considered on a case-by-case basis.

 

Type

HQ  

 

Pay Class & Contract Type

Regular FT Hourly Nonexempt 

 

Compensation

Starting salary $64,100.40- $67,940.60 (commensurate with experience)

 

Working Time (Hours Per Week)

35


Nearest Major Market: Manhattan
Nearest Secondary Market: New York City