PURCHASING CLERK (PORT SUDAN) – MSF Spain

Job Description

Organization	Medecins sans Frontières Spain
Job Title	PURCHASING CLERK
Location	RED SEA STATE – PORT SUDAN
Section/Unit	LOGISTICS & SUPPLY
No. of Post	1
Salary	820 USD
Duration	6 MONTHS WITH POSSIBILITY TO EXTEND
Supervisor	SUPPLY CHAIN OFFICER / SUPPLY CHAIN MANAGER
Closing Date	26 August 2025

We are seeking motivated professionals who will lead local purchasing with a focus on quality, transparency, and efficiency procurement of goods, maintaining a reliable supply chain in line with MSF standards to support uninterrupted field operations.

As the Supply Purchaser, you will play a key role in ensuring the continuous flow of goods to support MSF operations. you will be responsible for handling day-to-day purchasing activities With a focus on quality, timely procurement and adherence to MSF standards.

Duties and responsibilities:

• Carrying out the purchases of a supply office on the basis of purchase documents issued by the line manager and managing the administrative and accounting procedures related to purchasing.
• At the request of the line manager, obtaining different quotations from suppliers according to the MSF Purchasing procedure. Below an agreed threshold, directly assessing the local market, seeks products and suppliers that offer the best value for money, and negotiates prices.
• Placing purchase orders to pre-selected suppliers with whom prices have been agreed.
• Requesting invoices or receipts, without delay, for all purchases, checking they are correctly filled and translating information written in local language before approval.
• Regularly updating the supplier-item-price data on the supply office. Informing the Logistics or Supply Supervisor and Log Co/ Logistics Manager of all information or modifications to the “item-supplier” data: price, address, items available?.
• Managing the administrative and accounting procedures related to purchases: completing purchase orders, checking delivery notes (against orders), advances issued by the Finance Department,etc. Updating information on purchase lists after purchases are made
• Assisting in reception control process with the storekeeper and supply activity supervisor

MSF Section/Context Specific Accountabilities
 

Procurement Execution

• Carry out all purchases based on validated Purchase Requests (PRs) issued by the line manager, following MSF procurement procedures and approval thresholds.
• Obtain quotations from suppliers as required by MSF guidelines. For low-value purchases, assess the local market directly to identify the best value for money and negotiate prices.
• Place purchase orders with pre-selected or approved suppliers, ensuring clear agreements on prices, quantities, and delivery timelines.
• Support urgent or emergency purchases when needed, including outside of normal working hours during medical or logistical emergencies.

Invoice & Payment Processing

• Collect official tax invoices and receipts for all purchases as much as possible, without delay.
• Verify that invoices are accurately completed and translated in english.
• Ensure that all invoices are submitted along with complete supporting documents (e.g., PO, delivery note, quotations) to facilitate timely review and payment approval by the Finance Department.

Administrative & Documentation Management

• Complete all administrative and accounting procedures related to procurement, including PO preparation, delivery note verification, and reconciliation of advances with Finance.
• Archive all procurement documents (IRs, RFQs, POs, Quotations, Receipts) properly in both physical and digital formats to ensure easy access for follow-up and audit purposes.
• Record and update procurement data in MSF supply tools (e.g., Excel files or UniField), ensuring accuracy of quantities, unit prices, and supplier details.

Supplier & Market Management

• Maintain and regularly update the supplier-item-price database.
• Inform the Supply Supervisor or Logistics Manager of any changes or new information related to suppliers (e.g., prices, availability, contacts).
• Monitor the local market trends to recommend more competitive suppliers when appropriate.

Reception & Stock Coordination

• Collaborate with supply supervisor during the reception of goods, assisting in the verification of quality and quantity against the purchase order.

Ethics & Compliance

• Ensure strict compliance with MSF procurement ethics, procedures, and guidelines.
• Prevent any conflict of interest and ensure transparency throughout the purchasing process.
• Immediately report any suspected fraud, misconduct, or irregularities involving suppliers to the line manager.

Minimum Qualification, Skills and Experience Required:

Education	Essential, secondary education; Diploma in commerce related studies desirable
Experience	At least two years in supply chain related jobs
Languages	Essential, local language; mission working language
Competencies	Results and Quality Orientation L1 Teamwork and Cooperation L1 Behavioural Flexibility L1 Commitment to MSF Principles L1 Service Orientation L1 Stress Management. L2

MSF is a civil society initiative that brings together individuals committed to the assistance of other human beings in crisis. As such MSF is by choice an association. Each individual working with MSF does it out of conviction and is ready to uphold the values and principles of MSF. MSF OCBA is a people-focused humanitarian organization that offers a diverse, collaborative, and inclusive work environment. We believe this approach enhances our work and we are committed to equity in employment. We embrace diverse backgrounds of people working together to exhibit their passion in action for the social mission of MSF. All applications will be treated with the strictest confidence. MSF provides a work environment that reflects the values of gender equality, teamwork, integrity and a healthy balance of work and life. MSF does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment and discrimination. All selected candidates will, therefore, undergo reference checks.

How to apply

Interested candidates are requested to submit their application Online through the following Google forms link:

Application Link: https://forms.gle/HZ5czHakHxSSpHdL9

Applications must be submitted in English Language including:

• Complete CV in English and copies of all certificates and Diplomas (Experience & Training Certificates and Education certificates, including Motivation letter).
• Sudanese National ID/Passport.

Test and interview will be carried out in English.

Only short-listed candidates will be contacted.

Administrative conditions:

• This job profile can be adapted and/or changed according to the evolution of the activities, evolution of the Mission. and the program needs.
• The general conditions are detailed in the staff regulations, work contract and health policy.

Confidentiality is the basis for a trustful relationship between patient and health staff. It concerns the provision of privacy as well as the handling of individual personal/ medical information according to medical ethics.

Confidentiality is required and demanded at any time, violation of this will result in immediate administrative action!

YOU ARE PART OF MEDECINS SANS FRONTIERES:

You are expected to treat all the persons you get involved with (beneficiaries, soldiers, villagers, etc… respectfully without regard of their political or ethnical background. Do not speak about your political opinions and take the time to explain to as many people as possible about MSF mission and about our work in Sudan.