Procurement and Facilities Coordinator

Job Posting Organization:
Doctors Without Borders/Médecins Sans Frontières (MSF) is an independent international organization that provides medical care to people affected by conflict, disease outbreaks, disasters, and social exclusion in over 70 countries. Founded with a mission to deliver medical humanitarian assistance based solely on need, MSF operates with principles of independence, impartiality, and neutrality. The organization employs a diverse workforce, including local staff who work closely with their communities, and is committed to advocating for the rights and needs of those it serves. MSF USA is one of 24 sections supporting the global movement, focusing on staff recruitment, fundraising, advocacy, and communications.

Job Overview:
The Procurement and Facilities Coordinator plays a crucial role in providing administrative and operational support to the Procurement and Facilities Services function. This position is responsible for assisting the procurement team with daily administrative tasks, such as processing credit card transactions, maintaining procurement databases, generating reports, and purchasing approved goods and services. Additionally, the coordinator oversees daily facilities operations at the New York City office, ensuring a safe and organized workplace. This includes managing office security" style="border-bottom: 1px dotted #007bff !important;">security, coordinating events and logistics, maintaining inventory and supplies, and addressing staff safety needs. The role requires collaboration with internal teams and external vendors to ensure compliance with organizational procedures and to foster a positive work environment for all staff and visitors.

Duties and Responsibilities:
The duties and responsibilities of the Procurement and Facilities Coordinator include:

• Supporting the procurement department by implementing policies and procedures for the management of goods and services.
• Conducting procurement activities such as identifying needs, selecting vendors, negotiating terms, and managing the purchasing process.
• Overseeing the operations of the organization's US facilities, including conducting needs assessments and coordinating maintenance services.
• Managing the programming and operation of mechanical, security, and life-safety systems in compliance with building regulations.
• Establishing financial plans and monitoring financial data to achieve organizational objectives.
• Ensuring adherence to internal policies and external standards to minimize business risks.
• Engaging with stakeholders to build positive relationships and manage expectations.
• Representing MSF in professional forums to promote the organizational brand.
• Contributing to the development of policies and procedures within the area of expertise. 1
• Collecting and analyzing data to assist in decision-making processes.

Required Qualifications:
The required qualifications for the Procurement and Facilities Coordinator position include:

• An Associate’s or Bachelor’s degree in business administration, facilities management, supply chain, or a related field, or equivalent relevant work experience.
• 3-5 years of relevant work experience in administrative, procurement, facilities, or office management roles.
• Experience in processing and reconciling credit card or purchasing transactions.
• Familiarity with procurement policies, internal controls, and compliance requirements.
• Experience coordinating vendors and service providers.
• Basic understanding of workplace safety or facilities management.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office applications (Excel, Word, Outlook, SharePoint) and experience with databases or procurement systems.
• Ability to manage multiple tasks and priorities in a fast-paced environment. 1
• Strong written, verbal communication, and interpersonal skills.

Educational Background:
Candidates must possess at least an Associate’s or Bachelor’s degree in business administration, facilities management, supply chain, or a related field. Equivalent relevant work experience may also be considered in lieu of formal education. The educational background should provide a solid foundation in administrative practices, procurement processes, and facilities management principles.

Experience:
The position requires 3-5 years of relevant work experience in administrative, procurement, facilities, or office management roles. Candidates should have a proven track record of managing procurement processes, coordinating with vendors, and supporting office facilities. Experience in processing financial transactions and familiarity with compliance requirements is essential.

Languages:
The position requires strong written and verbal communication skills in English. Additional language skills may be beneficial but are not mandatory.

Additional Notes:
This is an on-site position based in New York City, and it is not a hybrid role. The selected candidate will work from the office five days a week and must be willing to travel for work as needed. Occasional after-hours or early-morning work may be required to support events, maintenance, or urgent facilities issues. The role may involve light physical activity, such as moving small equipment, supplies, and furniture. The compensation for this position ranges from $67,350 to $101,025 annually, based on relevant experience and skills. MSF USA is committed to creating a diverse and inclusive workforce and encourages individuals from all backgrounds to apply. Visa sponsorship will not be offered for this position.