Responsibilities

Under the direct supervision of the Administrative Secretary, the intern will be trained and allowed to learn and assist in the handling of procurement duties, which broadly include:

Procurement Documentation and Process Support:

Assist in preparing procurement documents such as Request for Quotations (RFQs), bid summaries, and purchase orders.

Support the drafting of various types of contracts (consultancy, construction, services).

Learn and assist in collecting quotes and bids from vendors in accordance with CARE procurement policies.

Vendor and Contract Management:

Support the enrichment and organization of the vendor database across multiple categories.

Maintain accurate records of vendor information, contracts, quotations, and purchase requisitions.

Assist in tracking contract execution and compliance.

Payment and Financial Coordination:

Help in organizing documentation required for timely payments to vendors and consultants.

Follow up with program teams on pending or missing documentation.

Ensure that payment-related files are complete, accurate, and accessible for audit purposes.

Filing and Archiving:

Maintain a well-organized filing system for procurement-related documents.

Support digitization and secure storage of key procurement records for easy retrieval.

Administrative and Coordination Support:

Assist in the coordination between the procurement team and other departments.

Help with logistical arrangements related to vendor communication and document printing.

Competencies

Communication Skills

Speaks and writes clearly and effectively.

Excellent telephone etiquette

Listens to others, correctly interprets messages from others, and responds appropriately.

Asks questions to clarify, and exhibits interest in having two-way communication.

Tailors language, tone, style, and format to match the audience.

Demonstrates openness in sharing information and keeping people informed.

Teamwork

Works collaboratively with colleagues to achieve organizational goals and objectives ●

Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others.

Place team agenda before personal agenda.

Supports and acts in accordance with the final group decision, even when such decisions may not entirely reflect one's own position.

Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning and organizing:

Develops clear goals that are consistent with agreed strategies

Identifies priority activities and assignments; adjusts priorities as required.

Allocates an appropriate amount of time for completing assigned work

Foresees risks and allows for contingencies when planning

Monitors and adjusts plans and actions as necessary

Uses time efficiently

Proficiency in Microsoft Office

Qualifications

Applicants should have a minimum of the following degree from a recognized University

Bachelor’s degree in Procurement/supply chain management or any other related field

Have a demonstrated ability to successfully interact with individuals of different cultural backgrounds and beliefs,

which [email protected] on [email protected] on orudes a willingness to try and understand and be tolerant of differing opinions and views.