Location: Any MSF Office* able to make a contract
Contract: Fixed-term at 100%
Duration: 18 months
Deadline to apply: 16.02.2025
Starting date: ASAP
Compensation and benefits: MSF practice is to offer the C&B package current in the MSF entity establishing the contract.
*By default, the successful candidate will be offered a contract in the MSF office of their country of residence at the time of application.
I. MSF INTERNATIONAL
Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, healthcare exclusion and natural disasters. MSF offers assistance to people based only on need and irrespective of race, religion, gender or political affiliation.
MSF International is the legal entity that binds MSF’s 24 sections, 27 associations and other offices together. Registered in Switzerland, MSF International provides coordination, information, and support to the MSF Movement, as well as implements international projects and initiatives as requested.
II. POSITION BACKGROUND
In recent years, there has been a significant development in MSF’s medical and operational activities that has been sustained by an upsurge in MSF’s operational budget and complexity. Every year, approximately half of MSF’s budget is spent in procurement (services and goods).
Procurement of products and services is a critical activity for MSF operations and represents approximately half of MSF’s expenses. Therefore, MSF has undertaken significant efforts in recent years to strengthen and re-organize its procurement function, which have led to the creation of the Global Procurement Unit (GPU). The primary aims of the GPU are: to streamline procurement activities and to increase compliance, efficiency, and risk management.
Situated within MSF International Office, the role of the Global Procurement Unit is to lead global procurement strategies, to coordinate procurement efforts in the organization and to support the development of the procurement function across all MSF entities to efficiently contribute to MSF's social mission.
The GPU is seeking a E-Procurement System Project Officer to support the implementation of a new global procurement system.
III. PLACE IN THE ORGANISATION
The E-Procurement System Project Officer will sit in the procurement development team of GPU and report hierarchically to the Procurement System Project Manager
Report functionally to Global Procurement Processes & Systems Manager
Work closely with the GPU team
Work with other key internal (project team and procurement process experts from all MSF entities) and external stakeholders (service provider)
IV. OBJECTIVES OF THE POSITION
The E-Procurement System Implementation Officer will play a pivotal role in the implementation and long-term success of MSF’s new global procurement system. Acting as the in-house expert, this role will ensure that the system is configured to meet user needs and business requirements. Key responsibilities include overseeing data preparation and migration, system configuration, documentation, and training to ensure a seamless and scalable rollout across MSF entities. Beyond the implementation phase, the E-Procurement System Implementation Officer will manage ongoing system administration, user support, and knowledge transfer, collaborating closely with the project manager to build internal expertise and ensure continuous improvement of the system.
V. MAIN RESPONSIBILITIES
1.System Implementation and Configuration
Collaborate with stakeholders to define and document standardized procurement processes and ensure the system aligns with each entity’s needs
Identify opportunities to streamline and enhance procurement workflows during system implementation.
Oversee data collection, consolidation, cleansing, and transfer for users, suppliers, and contracts.
Plan and execute the testing phase, including developing test materials, coordinating participants, and consolidating feedback.
Step in to ensure project continuity in the Project Manager’s absence.
2. Rollout Support and Documentation
Document the rollout process to create a replicable and scalable implementation model.
Manage user accounts, permissions, and system configurations during and after the hypercare phase.
Provide ongoing maintenance and propose system improvements aligned with organizational needs.
Support project reporting by collecting and consolidating relevant data, ensuring accurate and timely reporting to stakeholders.
3. Training and Knowledge Management
Collaborate with Procurement community and Knowledge Management teams to develop training packages and system guidelines.
Disseminate finalized training materials across MSF entities to ensure consistent understanding.
Facilitate training sessions for the new system and conduct sessions to train other facilitators.
4. User Support and Data Management
Act as the first level of support for super users, troubleshooting issues and escalating when necessary.
Define and execute a data transfer strategy, ensuring high-quality data collection, migration and data management safety as well as personal data protection.
Monitor system performance and ensure effective coordination between users and technical teams.