Role Overview

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, including credit card transaction processing, procurement database maintenance, reporting, and the purchasing of approved goods and services.

The position serves as the primary coordinator for daily facilities operations at the New York City office. The role ensures a safe, functional, and well‑organized workplace by overseeing office/building security coordination, office events and logistics, inventory and supplies, routine maintenance, vendor coordination, and staff safety‑related needs.

Reporting to the Director of Procurement and Facilities Services, the Procurement and Facilities Coordinator works closely with internal teams and external vendors to support efficient operations, compliance with organizational procedures, and a positive work environment for staff and visitors.

Department Accountabilities

Procurement 

The procurement department leads the implementation of policies, procedures and systems that support the organization’s procurement and management of goods and services.  Procures quality goods and services, at competitive prices while ensuring that the organization has the resources needed to succeed at a cost that maximizes value and a process that minimizes risk.  The department manages the procurement process which includes identifying needs, setting terms, selecting vendors, negotiating, and purchasing, delivering, and post-purchase assessment.  The department works together to ensure the procurement process is regulated and aligned with organizational objectives, goals, and budgets.

Facilities Management 

Oversee operations of the organization’s US facilities.  Conduct regular needs assessments, coordinate and implement planned and unplanned maintenance services and projects, and Manage oversight of the programming and operation of the mechanical, security, and life-safety system. Maintain building/county and state rules and regulations and respond to FDNY and DOH inspections for the NY office. 

Budgeting and Costing 

Establish and use financial plans to achieve organizational objectives, including monitoring and analyzing financial data to identify deviations from targets. 

Operations Management 

Execute and manage production or operations using predetermined protocols and procedures to achieve specified operational performance standards. 

Operational Compliance 

Adhere to internal policies, procedures, and external standards, including regulatory and voluntary codes of conduct, to minimize business risk and protect the organization's reputation. 

Stakeholder Engagement  

Systematically identify, analyze, plan, and implement actions designed to engage with external and/or internal stakeholders to create positive relationships by appropriately managing their expectations and agreed objectives. 

ROLES SPECIFIC OUTCOMES

Procurement

Achieve specific procurement goals within area of responsibility. May also involve working to improve established procurement procedures.

Data Management

Manage basic aspects of the data management system with guidance from senior colleagues. This includes being responsible for developing or operating basic elements of the data management systems to deliver prescribed outcomes.

MSF-USA Representation

Represent the organization in a single professional forum in order to promote the organizational brand. May well focus on a specific area of the organization, such as a function.

Policies and Procedures Development

Contribute to the drafting of policies, procedures, and related guidelines within an area of expertise to meet defined key principles and ensure compliance with external requirements.

Data Collection and Analysis

Collate and analyze data using pre-set tools, methods and formats. Involves working independently.

These core accountabilities should not be construed to contain every function/responsibility that may be required to be performed by an incumbent in this job.  Incumbents are required to perform other functions as assigned.

COMPLEXITY AND PROBLEM-SOLVING SKILLS

• Works both with and without supervision and provides technical guidance when required on developing appropriate plans or performing necessary actions based on recommendations and requirements.
• Uses comprehensive knowledge and skills to negotiate independently while providing guidance and training to others on how to help the organization by obtaining consensus between two or more internal or external parties who may have different interests.

Behavioral Competencies 

THOUGHT: How MSF USA staff understand the organization, manage complexity, and contribute by creating the new and different.

People Focus

Builds strong relationships and delivers solutions geared to aiding others. Solicits feedback and data; conveys a clear understanding of the level of service the team is providing; takes action when standards are not met by team; aligns processes with organizational needs.

Manages Complexity

Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. Consistently looks at complex issues from many angles; obtains a rich and deep understanding; swiftly cuts to the core issue; skillfully separates root causes from symptoms.

Global Perspective

Takes a broad view when approaching issues, using a global lens. Shows global thinking at work; adjusts organizational practices to meet the unique needs of different regions or countries. Uses a broad perspective when addressing issues and challenges.

Cultivates Innovation

Creates new and better ways for the organization to be successful. Approaches professional work in unique or innovative ways. Offers original ideas. Appreciates others' creative ideas and solutions and provides helpful input to enhance them.

RESULTS: MSF USA staff achieve results by cultivating a forward-thinking environment that produces solutions for changing stakeholder needs.

Drives Results

Consistently achieves results, even under tough circumstances. Regularly pushes self to achieve outstanding outcomes; consistently establishes bold goals for own performance; is passionate about excellent results and significant contributions. Shows great tenacity to complete goals/initiatives in a timely way.

PEOPLE: MSF USA staff understand their impact on others through collaboration and inclusion of different perspectives to achieve common goals.

Collaborates

Builds partnerships and works collaboratively with others to meet shared objectives. Readily involves others to accomplish goals; stays in touch and shares information; discourages "us versus them" thinking; shows appreciation for others' ideas and input.

Values Differences

Recognizes the value that different perspectives and cultures bring to an organization. Confronts stereotyping and offensive comments promptly. Consistently behaves with great sensitivity toward differences in cultural norms, expectations, and ways of communicating.

Communicates Effectively

Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences. Listens attentively and takes an interest. Keeps others well informed; conveys information clearly, concisely, and professionally when speaking or writing.

SELF: MSF USA staff demonstrate self-awareness by having an open mindset and by continuously seeking opportunities to learn, grow, and improve. 

Instills Trust

Gains the confidence and trust of others through honesty, integrity, and authenticity. Models honesty and authenticity and encourages others to be up front with one another. Demonstrates reliability and places a strong emphasis on the team meeting its commitments. Fairly represents others' positions.

Manages Ambiguity

Operates effectively, even when things are not certain or the way forward is not clear. Responds effectively to unclear situations, seeks to resolve ambiguity and make progress. Seeks guidance on how to adapt to changes, responds with appropriate composure and effectiveness.

Situational Adaptability

Adapts approach and demeanor in real time to match the shifting demands of different situations. Serves as an example of adaptability and provides guidance and support to help others adapt to new situations. Considers the needs of clients, constituents, and the organization; shifts priorities appropriately.

Technical Competencies

Plans and Aligns

Planning and prioritizing work to meet commitments aligned with MSF-USA goals.

Financial Acumen

Interprets and applies understanding of key financial indicators to make better business decisions.

Tech Savvy

Anticipating and adopting innovations in organizational digital and technology applications.

Data Collection and Analysis

The ability and skill to determine and analyze trends from data that is collected to assist in compiling reports that will help in decision-making.

Project Management Skills

The ability and skill to plan and manage small project work assignments within desired cost, time and quality parameters.

Presentation and Written Communication Skills

Adapts approach and demeanor in real time to match the shifting demands of different situations. Serves as an example of adaptability and provides guidance and support to help others adapt to new situations. Considers the needs of clients, constituents, and the organization; shifts priorities appropriately.

Supervisory Responsibility

No supervisory responsibility

Desired Qualifications & Experience

At a minimum the Job Holder should possess:

• • 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

Other Requirements 

• Essential staff, Works from office 5 days/week
• 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.

Location

New York City (On-Site position, it is NOT Hybrid)
This role is based in our New York, NY office based on business needs at this location

Compensation

$67,350 to $101,025 annually; In alignment with MSF USA’s compensation framework, new hires are generally offered between the minimum and midpoint of the range based on relevant experience, skills, and internal equity. 

Please note that visa sponsorship will not be offered for this position.