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About the Role

The Procurement and Facilities Coordinator provides essential administrative and operational support to the Procurement and Facilities Services function. This role supports the procurement team through day-to-day administrative activities and serves as the primary coordinator for daily facilities operations at the New York City office, ensuring a safe, functional, and well-organized workplace.

Responsibilities

• Process credit card transactions.
• Maintain the procurement database.
• Generate procurement reports.
• Purchase approved goods and services.
• Oversee office/building security coordination.
• Manage office events and logistics.
• Monitor inventory and supplies.
• Coordinate routine maintenance.
• Manage vendor coordination.
• Address staff safety-related needs.
• Support efficient operations.
• Ensure compliance with organizational procedures.
• Foster a positive work environment for staff and visitors.
• Oversee operations of the organization’s US facilities.
• Conduct regular needs assessments for facilities.
• Coordinate and implement planned and unplanned maintenance services and projects.
• Manage oversight of the programming and operation of mechanical, security, and life-safety systems.
• Maintain compliance with building/county and state rules and regulations.
• Respond to FDNY and DOH inspections for the NY office.
• Establish and use financial plans to achieve organizational objectives.
• Monitor and analyze financial data to identify deviations from targets.
• Execute and manage production or operations using predetermined protocols and procedures.
• Adhere to internal policies, procedures, and external standards.
• Systematically identify, analyze, plan, and implement actions designed to engage with external and/or internal stakeholders.
• Achieve specific procurement goals within area of responsibility.
• Improve established procurement procedures.
• Manage basic aspects of the data management system with guidance from senior colleagues.
• Develop or operate basic elements of data management systems.
• Represent the organization in a single professional forum.
• Contribute to the drafting of policies, procedures, and related guidelines.
• Collate and analyze data using pre-set tools, methods and formats.
• Provide technical guidance when required on developing appropriate plans or performing necessary actions.
• Negotiate independently while providing guidance and training to others.
• Build strong relationships and deliver solutions geared to aiding others.
• Solicit feedback and data.
• Convey a clear understanding of the level of service the team is providing.
• Take action when standards are not met by the team.
• Align processes with organizational needs.
• Make sense of complex, high quantity, and sometimes contradictory information.
• Swiftly cut to the core issue.
• Skillfully separate root causes from symptoms.
• Take a broad view when approaching issues, using a global lens.
• Adjust organizational practices to meet the unique needs of different regions or countries.
• Create new and better ways for the organization to be successful.
• Offer original ideas.
• Appreciate others' creative ideas and solutions and provide helpful input.
• Consistently achieve results, even under tough circumstances.
• Regularly push self to achieve outstanding outcomes.
• Consistently establish bold goals for own performance.
• Show great tenacity to complete goals/initiatives in a timely way.
• Build partnerships and work collaboratively with others to meet shared objectives.
• Stay in touch and share information.
• Discourage "us versus them" thinking.
• Show appreciation for others' ideas and input.
• Recognize the value that different perspectives and cultures bring to an organization.
• Confront stereotyping and offensive comments promptly.
• Behave with great sensitivity toward differences in cultural norms, expectations, and ways of communicating.
• Develop and deliver multi-mode communications that convey a clear understanding of the unique needs of different audiences.
• Listen attentively and take an interest.
• Keep others well informed.
• Convey information clearly, concisely, and professionally when speaking or writing.
• Gain the confidence and trust of others through honesty, integrity, and authenticity.
• Model honesty and authenticity and encourage others to be up front with one another.
• Demonstrate reliability and place a strong emphasis on the team meeting its commitments.
• Fairly represent others' positions.
• Operate effectively, even when things are not certain or the way forward is not clear.
• Respond effectively to unclear situations, seek to resolve ambiguity and make progress.
• Seek guidance on how to adapt to changes.
• Respond with appropriate composure and effectiveness.
• Adapt approach and demeanor in real time to match the shifting demands of different situations.
• Serve as an example of adaptability and provide guidance and support to help others adapt to new situations.
• Consider the needs of clients, constituents, and the organization; shift priorities appropriately.
• Plan and prioritize work to meet commitments aligned with MSF-USA goals.
• Interpret and apply understanding of key financial indicators to make better business decisions.
• Anticipate and adopt innovations in organizational digital and technology applications.
• Determine and analyze trends from data collected to assist in compiling reports that will help in decision-making.
• Plan and manage small project work assignments within desired cost, time and quality parameters.
• Adapt approach and demeanor in real time to match the shifting demands of different situations.
• Serve as an example of adaptability and provide guidance and support to help others adapt to new situations.
• Consider the needs of clients, constituents, and the organization; shift priorities appropriately.

Requirements

• 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 an administrative, procurement, facilities, or office management role
• Experience processing and reconciling credit card or purchasing transactions
• Familiarity with procurement policies, internal controls, and compliance requirements
• Experience coordinating vendors and service providers
• Experience supporting office facilities or acting in an office manager capacity
• Basic understanding of workplace safety or facilities
• Strong organizational skills and attention to detail
• Proficiency in Microsoft Office applications (Excel, Word, Outlook, SharePoint)
• Experience working with databases or procurement systems
• Ability to manage multiple tasks and priorities in a fast-paced environment
• Strong written, verbal communication and interpersonal skills
• Ability to work independently and exercise good judgment while knowing when to escalate issues
• High attention to detail and organizational skills
• Familiarity with ERP systems
• 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.

Skills

• Procurement
• Facilities Management
• Budgeting and Costing
• Operations Management
• Operational Compliance
• Stakeholder Engagement
• Data Management
• MSF-USA Representation
• Policies and Procedures Development
• Data Collection and Analysis
• Microsoft Office Suite (Excel, Word, Outlook, SharePoint)
• Database Management
• Procurement Systems
• ERP Systems
• Communication (Written, Verbal, Interpersonal)
• Organizational Skills
• Attention to Detail
• Problem-Solving
• Negotiation
• Collaboration
• Adaptability
• Judgment
• Time Management
• Workplace Safety
• Vendor Coordination

Location

• New York City, NY

Work Type

• On-Site
• Full-time

Experience Level

• 3-5 years relevant work experience

Education Level

• Associate's or Bachelor's degree in business administration, facilities management, supply chain, or a related field, or equivalent relevant work experience

Salary/Compensations

• $67,350 to $101,025 annually

About the Company

• Doctors Without Borders/Médecins Sans Frontières (MSF) is an independent international organization that provides medical care to the people who need it most.
• The organization cares for people affected by conflict, disease outbreaks, disasters, and social exclusion in more than 70 countries.
• MSF offers medical humanitarian assistance solely based on need, regardless of race, ethnicity, religion, or politics.
• Our international project teams include medical, logistical, and administrative staff, most of them hired locally and working with their own communities.
• Our actions are guided by medical ethics and the principles of independence, impartiality, and neutrality.
• We also bear witness and speak out about the experiences of our colleagues and patients.
• MSF USA is one of 24 sections supporting the global movement, primarily through staff recruitment, fundraising, advocacy, and communications.
• We welcome candidates who bring a wide variety of backgrounds and experiences to join us in working toward MSF’s social mission.

Equal Opportunity

• MSF-USA is dedicated to creating a diverse, impartial, and inclusive workforce.
• We are an equal opportunity employer and do not discriminate based on gender identity or expression, sexual orientation, race, religion, age, national origin, disability, marital status, pregnancy status, veteran status, genetic information, or any other differences as per applicable laws.
• We seek a diversity of experience and skills for our workplace and encourage people from all backgrounds to apply to our openings.
• We also provide reasonable accommodations for individuals with disabilities or religious beliefs and practices.
• We strongly encourage individuals from underrepresented communities in the Humanitarian Aid sector to apply.