You and Your Career:

• If you are a problem-solver, collaborator, and doer, and you have an interest in Procurement, Finance and Administration we are interested in hearing from you.
• We are a learning organization and provide growth opportunities from the start.  We pride ourselves on giving you the freedom, resources, and guidance to chart a fulfilling career!

Position Summary:

The Intern, Procurement and Operations works as an integral member of Palladium Kenya’s KeHMIS III project operations team reporting to the Finance and Administration Lead. The position will be responsible for procurement process, including sourcing suppliers, obtaining quotes, and negotiating prices, preparing documents for posting into the accounting system, and ensuring proper filing of documents in hardcopies and electronically. The incumbent will be required to be proactive to provide day–to–day financial and administrative support.

Primary Duties and Responsibilities:

Procurement & Logistics:

• Support procurement team in sourcing suppliers, obtaining quotes, and negotiating prices.
• Maintain procurement records, including purchase orders, invoices, and delivery receipts.
• Monitor inventory levels and reorder supplies as needed.
• Coordinate the shipment and delivery of products and materials.
• Coordinate field travels schedules/plans, ensuring timely support to travellers.
• Support conferences, workshops and meetings with registration and documentation of participants.
• Maintain and update inventory register to ensure all issued items are recorded.

Accounts Payables:

• Match invoices to the Purchase order, and goods received note for posting into the system.
• Confirm that the prices charged as per the invoices match the purchase order.
• Follow up with the procurement and other teams for supporting documents to enable payments processing.
• Support logistics services/needs required for project activities, travel, and events.
• Follow up with the vendors for invoices in the statements but not posted in the Palladium Kenya system.
• Photocopy, scan and maintain files manually and electronically.

Office Administration:

• Maintain office inventory.
• Maintain records, documentation, and files for finance, operation & administration work.
• Assist with photocopying, scanning and documents retention, both hard and soft files.
• Work with the team to ensure timely payment of utilities and other bills.

Required Qualifications:

• Bachelor’s degree in finance, administration, procurement, or a related field from a recognized University.
• Good interpersonal and communication skills.
• Keen attention to detail.
• Time management and prioritization skills.