Procurement Intern

International Centre for Reproductive Health Kenya (ICRHK) is a Kenya-based Non-Governmental organization. ICRHK conducts research and intervention projects in Sexual and Reproductive Health (SRH). Some of the specific areas of focus for ICRHK include HIV/STI prevention and treatment, addressing Sexual and Gender-based violence (GBV), improving Maternal and Child Health, promoting Family Planning, and addressing the needs of Adolescents in terms of Sexual and Reproductive Health through research.

Overview

We are seeking a motivated and detail oriented Procurement Intern to join our team on full time basis for a 1 year internship (maximum). This internship offers an opportunity to gain experience in various aspects of procurement and supply chain management function including; procurement of goods and services, accurate record keeping of transactions and compliance with organization and donor requirements, liaising with program teams to ensure their procurement needs are met efficiently to enable promote sexual and reproductive health.

Reporting to: Procurement Officer I

Job Summary:

Working closely with the Procurement Officer, the Procurement Intern takes the responsibility for the administration, procurement and logistics management functions of the organization

Roles and responsibilities

Procurement Support

• Assist in preparing purchase requests and ensuring all supporting documentation is attached.
• Support in the preparation of purchase orders in line with the approved requisitions and procurement procedures.
• Assist in following up with suppliers to confirm delivery timelines and order status.
• Assist in maintaining the supplier database and support in updating vendor records.
• Assist in sorting and distribution of monthly supplies to the DICs.

Logistics & Administration

• Assist in travel and logistical arrangements for meetings, workshops and staff travel.
• Coordinate basic administrative support functions within the office.
• Assist in switchboard operations.

Asset Management

• Support tagging and recording of assets in the asset register.
• Assist in stock taking and verifying inventory levels in store.

Compliance

• Assist in ensuring Compliance with procurement procedures as per procurement policy and donor requirements.
• Assist in basic compliance checks, such as confirming supplier documentation.

Store Management

• Assist in maintaining neat and tidy store.
• Assist in maintaining proper inventory levels and ensuring stocking.
• Assist in receiving and issuing of supplies and maintaining records.
• Assist in ensuring the correctness in the quality, quantity, specifications, condition of the goods received from suppliers.

Reporting

• To assist in preparation of monthly reports detailing purchases, donations & issues items.
• Performs other duties as assigned.

Specific Requirements

Qualifications

• Degree /Diploma in Procurement and Supplies Chain management.

Competencies

• Proficient with Microsoft Office – Excel & Outlook a must.
• Good interpersonal and communication skills.
• Good organization skills and attention to detail.
• Ability to be resourceful and proactive in dealing with issues that may arise.
• Ability to organize, multitask, prioritize, and work under pressure.
• Ability to take initiative and be proactive; tactful and able to work with minimum supervision.
• Ability to make sound decisions based on assessment of information available.
• High personal integrity and confidentiality.
• Ability to prioritize work according to importance and deadlines whilst meeting conflicting work demands.