To learn and support the Customer Service department through the support of the Customer Service Officer(CSO) and the Supply Chain Manager (SCM) on the daily operations of the department, and understand the collaboration with the Procurement, Finance, Warehouse, and Quality Departments on various supply tasks.

Key learning areas

I have arranged the tasks and responsibilities provided below into a structured format, maintaining the exact wording without any changes or omissions.

Tasks & Responsibilities

• Under the supervision of the CSO, inform the missions on order status, claims, and non-conformities where applicable.
• Ensure ERP system data accuracy and proper documentation.
• Immediately inform the Supply Chain Manager of any problems arising in the course of learning Customer Service tasks that will affect the operations.
• Under the support of the Customer Service officer, receive, check, and screen internal requests and client draft POs/RFQs.
• Do checks if the correct order authorisation process is followed before processing the order.
• Support the CSO, to timely process the regional mission orders and ensure ORC sharing with the mission for validation.
• Under the guidance of the CSO, create Order Request Confirmation [ORC] and communicate to the client to get authorisation to procure.
• Share validated client Purchasing Order (PO’s) based on ORC with the Purchasing Officer to process a the supplier Purchase Order (PO).
• Under the guidance of the CSO, learn the SOP process of receiving, checking, and screening all international order request.
• Follow up with missions to clarify the order needs before confirming the orders.
• Learn and understand the use of the Dossier Analysis Tool, check the OP for the ordered articles if there are stock for pick & pack, and when replenishment orders will take place.
• Understand how the Procurement department works to interpret the stock balances while validating mission orders to avoid stockouts.
• Understand how the MSF Regulatory Affairs SharePoint works, and how to check specific country constraints based on the received orders (OP’s)
• Understand how to check the dashboard on a daily basis for any new orders that are in the pipeline for on-time processing.
• Learn the purchase order process and assist in the continuous processing of purchase orders and update ERP order status.
• Under the guidance of the Procurement Manager, follow up with the suppliers for the pending orders and back orders.
• Collaborate with relevant internal departments and ensure on-time information sharing for effective and efficient service delivery to the missions with the support of the CSO and Supply Chain Manager.
• Support and learn how to accurately, and on-time archiving of the supply operations documents related to the order process (POs, RFQs, and email communications)
• Learn and understand project management to lead and finalize the Paperless project before the end of the Internship period.

Qualifications

• Education: Bachelor’s degree/Diploma and specialization in Business Administration, Logistics/Supply Chain or related field, having graduated not more than six (6) months.
• Communication: Strong interpersonal and communication skills.
• Technology: Computer literacy.
• Quality: Attention to detail and accuracy.
• Collaboration: Ability to work independently and as a member of a team.
• Language: Proficiency in written and spoken English and Swahili.
• Requirement: Write a discovery report/feedback at the end of the internship period.

Key Competencies

• Attention to detail
• Organization and record-keeping
• Integrity and confidentiality
• Ability to follow procedures and instructions
• Teamwork and accountability