Procurement Systems Project Manager

Location: Any MSF Office*
Contract: Fixed-term – full time
Duration: 12 months
Starting date: April 15, 2023

*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, 25 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).

In line with the MSF Organizational Supply Strategy’s (OSS), the MSF Strategic Procurement Program (MSPP) has been launched to intensify collaboration between the different MSF entities and streamline the existing MSF procurement set up, to achieve optimal operational efficiency by avoiding duplication, waste, and operational complexity.

The goal of the program is to develop and implement a global, common approach to strategic procurement across all entities at international, regional, and national level.

Part of the success of the program relies on providing the appropriate tools to create visibility on and support the sourcing process, from spend/need analysis to contract negotiation and implementation, and this for the entire procurement community– this means it needs to support the procurement process in place in all MSF entities.

The MSPP Program is now looking for support to project-manage the procurement, setting up, testing, rolling out and implementation of the system, following and adding to a roadmap which was designed by a consultancy team who analysed the needs of the organization, completed a market study exercise, and concluded in February this year.

III. PLACE IN THE ORGANISATION

The Procurement systems project manager will:

• Report hierarchically to the MSPP Program manager
• Report functionally to Harmonization of Practices Project manager
• Work closely with the MSPP project managers
• Work with other key internal stakeholders (head of procurement teams, project steering committee, finance, communication)

IV. OBJECTIVES OF THE POSITION

The objective of the procurement systems project manager is to deliver an effective sourcing suite for the entire MSF procurement community, making it accessible and user-friendly. The expected output includes the solution itself, as well as training packages and a replicable rollout methodology.

Specific Objectives

• Complete and document compliant procurement of the relevant sourcing suite & partner integrator
• Work with the selected integrator during Design phase to ensure the solution set up meets MSF’s needs
• Monitor set up phase and manage data transfer process
• Plan, support, report on rollout with relevant group of MSF entities
• Define a replicable blueprint methodology for the system rollout
• Define change management strategy, provide system guidelines and training package
• Define and secure handover of system support and maintenance within procurement organization

V. MAIN RESPONSIBILITIES

1. Complete and document compliant procurement of the relevant sourcing suite and partner integrator

i. Follow MSF procurement procedure from need analysis to setting up supplier performance management
ii. Set up and seek approvals for the contract with the selected systems service provider
iii. Document all relevant procurement steps and report to internal and external stakeholders

2. Work with the selected integrator during Design phase to ensure the solution set up meets MSF’s needs
i. Define systems modules, dependencies, and scope
ii. Ensure all required functionalities are available from system, customized where required
iii. Manage the performance of the service provider to ensure optimal service delivery
iv. Request system modifications following pilot project(s)

3. Monitor set up phase and manage data transfer process
i. Target data to be collected (users, suppliers, contracts, etc.), collect it & define data transfer strategy
ii. Data consolidation & cleansing
iii. Frame planning & participants of tests phase
iv. Produce tests booklet and coordinate the testing phase

4. Plan, support, report on rollout with relevant group of MSF entities
i. Identify rollout opportunity(ies) within MSF
ii. Support rollout(s)
iii. Document steps taken and lessons learned
iv. Share rollout results with the different procurement communities (direct, indirect, field)

5. Define a replicable blueprint methodology for the system rollout
i. Produce a deployment roadmap, usable autonomously by any MSF entity
ii. Identify focal points in MSF entities to lead on the systems rollout

6. Define change management strategy, provide system guidelines and training package
i. Work with Procurement HR (Human Resources) capacity building manager and entities’ Knowledge management units to develop systems training package
ii. Disseminate finalized training package through MSF entities

7. Define and secure handover of system support and maintenance within procurement organization

VI. PROFILE REQUIREMENTS

Education:
• Bachelor’s Degree in business, with ideally a specialization in project management, or a combination of relevant education and professional experience.

Experience:
• 5+ years’ work experience in complex organization, of which 2+ in systems project management including planning, risk management and cost control.
• Experience with procurement systems and procurement systems service providers
• Direct work experience in procurement or supply environment is a strong asset

Knowledge and Skills:
• Excellent communication skills and assertiveness
• Ability to work in a cross-cultural and cross-functional environment
• Strong organizational skills, ability to handle multiple priorities at one time, with multiple stakeholders
• Understanding of international complex supply chain management
• Proficiency in standard office tools including Word, PowerPoint, Excel, and data management
Languages:
• Fluent spoken and written English
• Good command of French is an advantage

Only shortlisted candidates will be contacted.
At MSF, we are committed to an inclusive culture that encourages and supports the diverse voices of our employees. We welcome applications from individuals of all genders, ages, sexual orientations, nationalities, races, religions, beliefs, ability status, and all other diversity characteristics.

How to apply

https://msf.recruitee.com/o/procurement-systems-project-manager