Job Title: Global Emergency Response Team Procurement Assistant
Location: Lausanne, Switzerland (Global Support Office)
This position is part of the Logistics Operation Unit that covers various countries and contributes to the operativity of the Swiss office and its relevant flow of supplies and services for the use of Swiss office and field country programmes and G-ERT.
The role will cover staff seconded to the Roll-out of the Supply Chain Management Solution for Procurement and will be responsible for procurement activities including Global Emergency Response Team goods and services.
Key Responsibilities:
Procurement:
* Manage assigned procurement tasks, ensuring timely delivery of the right product, at the right price, using the right procedures in compliance with Medair and donor guidelines.
* Data entry for assigned tasks.
* Advise and support customers in planning, organising, and monitoring their procurement.
* Liaise with suppliers, maintain and build supplier relations, process invoices and administrative paperwork archiving to ensure on-time payment.
* Monitor actual procurement against conditions agreed in long-term contracts and framework agreements and ensure contract, supplier, and procurement records are kept up-to-date.
* Act as Medair shipment officer for own procured goods or services; make sure shipments are organized in time and according to the right procedures, considering international, national, and customs regulations; follow up shipments and communicate schedules with consignees.
G-ERT:
* Responsible for GERT kits procurements, stock availability, and replenishment to ensure they are fully equipped and deployable all year round if needed.
* Properly follow up on all administrative steps related to the above.
Other:
* Support and assist the general work and administration of the Logistics team.
* Develop, implement, support, and train staff in procurement guidelines.
* Cover for other Logistics team members when absent or re-assigned to support emergency response.
* Proactivity towards continuous improvement and simplification, more efficiency, and saving opportunities.
* Support the BPEs Focal Points within Medair; ensuring policies and procedures are up-to-date and serve as a reference point for questions, information, and training.
Team Spiritual Life:
* Reflect the values of Medair with team members, local staff, beneficiaries, and external contacts.
* Work, live, and pray together in our Christian faith-based team settings. Fully contribute to the rich spiritual life of your team, including team devotions, prayers, and words of encouragement.
* Encouraged to join and contribute to Medair's international prayer network.
Requirements:
Qualifications:
* Bachelor's Degree preferred, preferably with Supply Chain or Business Operations.
* Certification in humanitarian logistics or similar preferred.
* Fluent in French and English both written and spoken.
Experience:
* Minimum 2 Years previous experience in supply chain and contract management (5Y desirable).
* Experience of supply chain in a cross-cultural, challenging environment.
* Knowledge of Medair systems and procedures.
* Experience in supporting supply chain for projects in health, shelter, and/or WASH and preferably in complex humanitarian emergencies.
* Previous experience in customer-oriented tasks.
* Proficient in Microsoft Excel, Word, PowerPoint, and Outlook.
* Proved ability to carry out related responsibilities with minimum guidance and supervision.
* Proven ability to plan and execute within deadlines.
* Proven experience and knowledge of operational logistics and supply chain, policies, and procedures.
* Proven ability to communicate effectively both internally and externally and both orally and in writing.
* Exceptionally organized.
* Strong ability to pay attention to details, a sense of urgency, and follow-through.
* Ability to perform multiple tasks within the expected quality standards.
* Transparent and ethical at all times.
How to Apply:
Please ensure you are fully aware of the following:
Medair is committed to safeguarding the protection of beneficiaries, volunteers, staff, and partners, and particularly children. Therefore, we do not employ staff whose background we understand to be unsuitable for working with children. Medair staff are required to give the utmost respect to, and comply with.
(which forms part of the recruitment selection process for field positions).