Procurement & Facilities Coordinator

Medecins Sans Frontieres (Doctors Without Borders) - United States•New York, NY

24d•$67,350 - $101,025•Onsite

About The Position

The Procurement & Facilities Coordinator provides administrative and operational support to MSF USA’s Procurement and Facilities Services function. The role supports procurement operations through credit card transaction processing, procurement database maintenance, reporting, and purchasing approved goods and services. The coordinator is the primary point of coordination for daily facilities operations at the New York City office, helping maintain a safe, functional, and organized workplace. Responsibilities include coordinating office and building security, events and logistics, inventory and supplies, routine maintenance, vendors, and staff safety-related needs. The role works closely with internal teams and external vendors to support efficient operations, compliance with organizational procedures, and a positive experience for staff and visitors. It reports to the Director of Procurement and Facilities Services. The position contributes to procurement outcomes, data management and analysis, organizational representation, and the development of policies and procedures. It involves working with and without supervision, providing technical guidance when needed, and independently negotiating to build consensus among parties with differing interests. The role has no supervisory responsibility. It is an essential, on-site position based in MSF USA’s New York, NY office, five days per week, with work travel as needed and occasional early-morning or after-hours work. Light physical activity, such as moving small equipment, supplies, and furniture, may be involved.

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 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 working in an office manager capacity.
Basic understanding of workplace safety or facilities.
Strong organizational skills and attention to detail.
Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and SharePoint.
Ability to manage multiple tasks and priorities in a fast-paced environment.
Strong written, verbal, communication, and interpersonal skills.
Ability to work independently, exercise good judgment, and recognize when to escalate issues.
Ability to work from the office five days per week.
Willingness to travel for work as needed.
Must meet the role’s essential-staff requirements.

Nice To Haves

Familiarity with ERP systems.
Experience working with databases or procurement systems.

Responsibilities

Support the procurement team with day-to-day administration, including processing credit card transactions, maintaining procurement databases, preparing reports, and purchasing approved goods and services.
Coordinate daily facilities operations at the New York City office.
Coordinate office and building security, office events and logistics, inventory and supplies, routine maintenance, vendors, and staff safety-related needs.
Support procurement goals and contribute to improving established procurement procedures.
Manage basic elements of data management systems with guidance from senior colleagues.
Collect, collate, and analyze data using established tools, methods, and formats; support reporting and decision-making.
Represent MSF USA in a professional forum to promote the organization’s brand.
Contribute to drafting policies, procedures, and guidelines within the role’s area of expertise to support organizational principles and external compliance requirements.
Work with internal teams and external vendors to support efficient operations, compliance, and a positive workplace for staff and visitors.
Perform other functions as assigned.
Travel for work as needed.