JOB PURPOSE

• Reporting to the Procurement officer, the Procurement Intern will provide procurement support on various tasks within the Procurement function under finance and operations department.

DURATION OF INTERNSHIP: UNTIL 31 DEC 2024

KEY RESPONSIBILITIES

• Assist in drafting bidding documents, evaluation reports and contract award submissions, ensuring consistency in format and content.
• Assist in processing procurement transactions for payments.
• Assist in the preparation of Local Purchase/Service Orders and ensure all back up documents are attached before being signed off by signatories.
• Assist in maintaining the supplier payment tracker by alerting the procurement officer about any due payments, compiling all relevant invoices, secure approvals by various HOD’s/Budget holders, compile procurement documentations to be presented to finance for processing and disbursement.
• Assist in receiving, reviewing logs & routing incoming communication and procurement requests/invoices.
• Assist in routine follow up action on procurement matters on behalf of the procurement officer.
• Supports with the maintenance of the procurement tracker and other status reports on procurement activities and work in progress.
• Assist Procurement Officer and Admin in raising quotations, quotation analysis, preparing the tender and procurement documents.
• Together with the procurement officer, ensures that goods, services and works procured by the HFH Kenya are of the right quality, in the right quantities, at the right price, delivered to the right place, at the right time (5 Rs).
• Filing (soft and hardcopies) of procurement documents including quotations, minutes and contracts ensuring that the complete procurement files are uploaded on in the appropriate folders(e-filing).
• Scanning of various procurement documents as and when required by your supervisor.
• Participate in procurement committee meetings, departmental meetings, take minutes as and when requested.

KEY PERFORMANCE MEASURES / INDICATORS

• Timely updating of procurement tracker.
• Timely preparation of bidding documents, evaluation reports and contract award submissions.
• Timely preparation of the supplier payment tracker and submitting of fully backed up payments documents to finance for processing.
• Adherence to procurement policy and procedures.

REQUIREMENTS

QUALIFICATIONS

• Degree in procurement and logistics or another relevant Degree or
• Higher diploma in procurement and logistic with membership to KISM.

KNOWLEDGE, SKILLS & ABILITIES REQUIRED

• Good interpersonal skills
• Fluency in English with excellent verbal and written communication skills
• Strong organizational skills
• Attention to details and timeliness in reporting
• Analytical
• Team player
• Ability to work with minimal supervision
• Possess a certificate of good conduct

EXPERIENCE

• Not more than 1 years’ experience of working in a logistics & procurement unit with an INGO.
• Previous experience as a procurement and logistic clerk or procurement assistant or an intern in INGO will be an added advantage.
• Good knowledge and understanding of procurement and logistics procedures including donor compliance.

OTHER INFORMATION

• Willing to uphold Christian principles of HFH Kenya
• Ability to work long and odd hours, including weekends
• Confidentiality
• Honesty
• High levels of integrity