Finance And Operation Intern at Peter Tabichi Foundation

About the Role

• The Finance and Operations Intern supports the smooth running of TichaCraft by assisting with finance documentation, administration, logistics, records management, asset tracking and other basic operational tasks.
• The internship is a structured, supervised early-career learning opportunity designed to provide practical experience in nonprofit finance, administration and programme operations.
• The intern will receive ongoing guidance while progressively strengthening skills in financial documentation, records management, activity logistics, administrative systems and organisational compliance.
• By the end of the six-month internship, the intern is expected to have strengthened practical competence across these areas.
• The role supports day-to-day programme delivery by helping ensure that records are well maintained, activities are well organised, programme materials are properly prepared and operational documentation is complete and easy to retrieve.

Key Responsibilities

Finance and Records Support - 30%

• Support basic finance and documentation processes, including organising receipts, invoices, payment records, procurement documents and other supporting records.
• Maintain orderly financial files, update simple expenditure trackers, support preparation of payment documentation and help ensure that records are complete for internal review and donor reporting.
• Support value-for-money documentation by ensuring that quotations, delivery notes, attendance records and activity-related documents are properly filed.
• Carry out all finance-related work under the guidance and approval of the Programme Coordinator and authorised finance or management personnel.
• The intern will not authorise expenditure, approve procurement, sign contracts, negotiate supplier agreements or make payments without written approval from the authorised officer.

Administration and Office Support -25%

• Maintain programme files, prepare meeting documents, organise stationery and materials, support scheduling, maintain contact lists and keep programme documentation up to date.
• Support routine correspondence and prepare draft letters or internal administrative notes as instructed.
• Take minutes during routine internal meetings, prepare draft meeting notes, update action trackers and file approved minutes under the supervision of the Programme Coordinator.
• Ensure that important documents are properly named, stored and easy to access.
• Support filing of contracts, attendance records, reports, approvals and other organisational documents.

Programme Operations and Logistics - 25%

• Support logistics for workshops, school visits, PLC sessions, meetings and other programme activities.
• Prepare participant lists, attendance sheets, materials, name tags, venue arrangements, transport follow-up, refreshments documentation and post-activity filing.
• Support the Programme Coordinator in following up with teachers and participants on approved logistical matters such as attendance confirmation, meeting links, schedules and activity reminders.
• Ensure that activity materials, forms and records are ready before each event and properly filed afterwards.

Asset, Inventory and Supplies Support -10%

• Maintain simple records of programme assets, equipment, materials, stationery and supplies.
• Track items issued for activities, support stock records and help ensure that programme materials are safely stored and accounted for.
• Support routine checks on supplies needed for workshops, meetings, school visits and office operations.
• Documentation and Visibility Records Support - 5%
• Organise approved photos, videos, consent records and visibility materials in clearly labelled and secure folders.
• Maintain simple visibility or communication records and trackers only as instructed by the Programme Coordinator.
• Support filing and retrieval of approved communication materials and associated consent or release records.
• The intern will not draft, approve or publish public communication independently.
• Public communication content will be prepared and approved through the Programme Coordinator, Programme Officer and CEO, as appropriate.

Safeguarding, Data Protection and Compliance Support-5%

• Support safeguarding and data-protection procedures by organising consent forms, attendance records, participant information and programme photos or videos securely.
• Handle confidential information carefully and ensure that programme files are not shared inappropriately.
• Ensure that photos, videos and stories involving learners are only filed or used where consent has been obtained and where sharing does not expose children, teachers, schools or communities to risk.
• Escalate any safeguarding, data-protection or operational concern immediately to the Programme Coordinator and the designated safeguarding focal person. The intern will not investigate or manage safeguarding cases independently.

Person Specification

• The ideal candidate is an organised, trustworthy and motivated early-career professional interested in nonprofit administration, programme operations and finance support.
• The candidate should hold a diploma or bachelor's degree in Finance, Accounting, Business Administration, Procurement, Project Management or a closely related field.
• Recent graduates and early-career candidates with strong organisational skills and an interest in nonprofit finance, administration and programme operations are encouraged to apply.
• The candidate should have a basic understanding of office administration, recordkeeping, financial documentation and digital filing.
• They should be comfortable using common digital tools such as Microsoft Word, Excel, Google Drive, email and WhatsApp.
• The role requires strong attention to detail, creativity, integrity, confidentiality and willingness to learn.
• The candidate should be able to organise documents, follow instructions, meet deadlines and communicate clearly with team members, teachers and service providers.
• Experience supporting events, workshops, basic bookkeeping, procurement documentation, filing systems or NGO programme administration will be an added advantage.