Procurement Assistant (South Africa, Western Cape) at Medecins Sans frontiers – MSF

About MSF

Doctors without Borders (MSF) is an international, independent medical humanitarian organisation committed to two objectives: providing medical assistance to people affected by armed conflict, epidemics, healthcare exclusion, and natural and man-made disasters; and speaking out about the plight of the populations it assists. MSF offers assistance to people based only on need and irrespective of race, religion, gender or political affiliation.

Today, MSF is present in more than 70 countries, where thousands of MSF doctors, nurses, logisticians, water and sanitation experts, and other medical and non-medical professionals work together to deliver essential health services to people caught in humanitarian crises.

The MSF movement has historically been built around six operational directorates supported by MSF’s 24 sections, 24 associations and other offices together worldwide. MSF Ubuntu is MSF’s newest and seventh operational directorate, approved in June 2025, and operations have since commenced. MSF Southern Africa is one of the founding partners of MSF Ubuntu.

Job Title: Procurement Assistant

Location: South Africa, Western Cape

Purpose of the Position

The Procurement Assistant will support the Southern Africa Supply Unit (SASU) in the implementation of the South Africa Supplier Market Assessment project through the coordination and administration of supplier assessment activities. This will be achieved through the execution of procurement support processes that contribute to the efficient identification, assessment and profiling of South African manufacturers and suppliers across priority product categories.

The primary purpose of this role is to coordinate the administrative and operational activities associated with supplier engagement, Requests for Information (RFIs), market data collection, supplier documentation and reporting. The incumbent will maintain accurate procurement records, monitor project activities against agreed timelines, ensure the integrity of supplier information and provide administrative support throughout the supplier assessment process. The role will contribute to the successful delivery of project outputs while providing exposure to strategic sourcing and procurement activities within MSF.

Key Responsibilities:

1. Supplier Identification and Market Assessment

• Coordinate the identification and profiling of manufacturers and suppliers within designated product categories in accordance with the project methodology.
• Administer the distribution of Requests for Information (RFIs), supplier questionnaires and related documentation.
• Coordinate supplier communication throughout the assessment process and ensure timely follow-up on outstanding information and documentation.
• Organise supplier meetings, interviews and information-gathering activities in collaboration with the Line Manager.
• Monitor supplier response rates and escalate risks or delays that may affect project timelines.
• Maintain regular communication with suppliers and internal stakeholders regarding assessment progress.

2. Procurement Administration

• Coordinate the collection, verification and maintenance of supplier information within procurement databases and project tracking systems.
• Ensure supplier records remain accurate, complete and updated throughout the assessment process.
• Maintain electronic procurement files, document registers and version control in accordance with SASU document management requirements.
• Ensure supplier documentation is appropriately classified, stored and readily accessible for project activities and future reference.
• Prepare procurement-related correspondence and administrative documentation as required.

3. Data Management and Reporting

• Compile and validate supplier information relating to manufacturing capacity, product portfolios, quality certifications, regulatory compliance, export capability, lead times and supply capacity.
• Maintain accurate assessment databases and monitor the quality and completeness of project information.
• Prepare supplier profiles, screening matrices and supporting documentation for review by the Line Manager.
• Compile project trackers, progress updates and statistical information to support regular reporting requirements.
• Identify inconsistencies or incomplete supplier information and coordinate corrective follow-up where required.
• Escalate significant data quality issues or project risks to the Line Manager.

4. Project Coordination

• Coordinate day-to-day administrative activities supporting the supplier market assessment project.
• Monitor assigned activities against agreed project timelines and follow up on outstanding actions with internal and external stakeholders.
• Organise project meetings, prepare supporting documentation and record agreed actions where required.
• Support the implementation of project activities in accordance with approved procurement procedures and project plans.
• Contribute to the continuous improvement of administrative processes supporting supplier assessments.

5. Stakeholder Support

• Provide procurement information and administrative support to project stakeholders within established procedures.
• Respond to routine supplier and stakeholder enquiries and escalate technical or procurement policy matters where appropriate.
• Maintain professional working relationships with suppliers and internal stakeholders throughout the project.
• Promote accurate, timely and professional communication in all supplier interactions.

6. General Responsibilities

• Ensure procurement activities are performed in accordance with MSF policies, procurement procedures and project requirements.
• Maintain confidentiality of supplier information and procurement documentation.
• Participate in team meetings and contribute to the coordination of follow-up actions.
• Perform other procurement and project support responsibilities assigned by the Line Manager that are consistent with the purpose of the role.

Minimum Qualifications:

• National Diploma, bachelor’s degree or equivalent qualification in:
• Supply Chain Management
• Procurement Management
• Logistics Management
• Business Administration
• Commerce
• Economics

Experience:

1. Essential

• Minimum 1 year of experience in procurement, supply chain, logistics, administration, supplier management, market research, or a related business support function.
• Experience working with data collection, data capturing, record management, or supplier information management.
• Experience using Microsoft Excel, Word and Outlook in a professional environment.
• Experience coordinating with internal and external stakeholders.

2. Advantageous

• Experience supporting procurement or sourcing activities.
• Experience working with supplier databases, RFIs, RFQs or tender-related processes.
• Experience in the healthcare, pharmaceutical, logistics, humanitarian or NGO sector.
• Experience conducting market research or supplier assessments

3. Essential Skills

• Strong administrative and organisational skills.
• Excellent attention to detail.
• Strong interpersonal and communication skills.
• Data capturing and information management skills.
• Good analytical and research abilities.
• Proficiency in Microsoft Excel, Word and Outlook.
• Ability to manage multiple tasks and meet deadlines.
• Professional and confident engagement with suppliers.
• Ability to work independently and within a team.
• High level of integrity and confidentiality.

4. Key Deliverables

The successful incumbent will be accountable for:

• Maintaining an accurate and comprehensive supplier database.
• Coordinating the administration and tracking of all supplier RFIs.
• Producing complete supplier profiles and screening documentation.
• Maintaining reliable procurement records and document management systems.
• Preparing accurate project trackers and progress reports.
• Ensuring supplier information is validated, updated and readily available for project decision-making.
• Contributing to the timely completion of the South Africa Supplier Market Assessment through effective coordination of assigned procurement support activities.

Remuneration and resources

• The Salary R19 774,38.
• 100% Medical aid contribution.
• 10% additional pension allowance.
• Transport allowance.
• Cell Phone Allowance.
• Work-life balance: Daily flexi-hours and 2 days working from home possible.
• Diverse team composition; Collaborate with a global network of talented
  professionals, bringing diverse perspectives and expertise from around the world
• Resources needed, such as working space, computer, internet, stationery, and other resources, will be made available.

Commitment/Contract Duration:

• 4-month fixed-term contract

Application details

• The vacancy closing date is 27 August 2026
• Start date: ASAP
• By applying to this position, the applicant confirms they have read, understood and agreed to fully comply with the MSF Charter and MSF Behavioural Commitments and Data Privacy Policy.
• In line with MSF’s Safeguarding Principles, successful candidates undergo a rigorous vetting process that includes background checks.
• Applicants are required to upload a Curriculum Vitae (in English) as per prescribed formats.
• Please note that only shortlisted candidates will be contacted.

method of Application

Interested and Qualified candidates should use link below to apply

CLICK HERE TO APPLY 

Please note that only shortlisted candidates will be contacted.

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