Logistics Intern at International Medical Corps

Job Purpose: Under the direct supervision of the logistics officer the logistics Intern will support the logistic activities of the International Medical Corps.

She/he will Assist Logistics Officer in all logistics support functions of procurements, asset maintenance, fleet operations, reporting of all logistical arrangements as per International Medical Corps policies and procedures, and moving all requests submitted by program staff in a timely manner through the proper procedures for purchasing goods and services.

This includes tracking all re-occurring and project-specific requests, coordinating with a large number of specialized vendors.

Main Tasks and Responsibilities

Procurement

• Assist in raising Request for Quotations (RFQs) and quotation analysis, preparing the tender
  and procurement documents.
• Participate in opening of tenders, quotations and evaluation work on task given by supervisor
• Assist in ensuring that all orders are tracked from point of planning and request through to
  final receipt.
• Assist in Preparing procurement notices requests for Request for Quotations and have them
  published for local purchase as required.
• Assist to maintain a database on all procurement activities for a project.
• Assist to follow up with suppliers to ensure prompt delivery, quality, quantity, delivery time
  and place is in full action.
• Assist in identifying supplies as per International Medical Corps policies and procedures.
• Assist in updating the project on procurement status report, assist in procurement forecasts
  and expenditure tracking Receives and compiles all asset lists from sites. Checks information
  provided, when assets move, confirms with waybills.
• Assist in analyzing quotations and prepare bid analysis.
• Assist to produces the mission asset list for assets >500US$ and asset movements. Each
  movement of asset must be justified with a waybill.
• Assist to manage the maintenance of accurate filing systems, with documented and supported
  records of actions for audit purposes.
• Assist in monthly bills and normal day to day payment requisitions

Administration

• Assists in the preparation of monthly reports by; updating Contract Management, Fleet
  Report, Generator Report, and photocopying appropriate materials to include in reports,
  supply lists, etc.
• Assists in updating online reports by; updating PTS, vendor catalog, vendor files, EDD filing,
  asset list, and inventory lists.
• Assisting the logistics office filing by: updating online procurement File, asset hand-over file,
  vendor documents file, Logistics staff documents file and etc.
• Assist in clean desk office maintenance

Additional Tasks

• Any other task assigned by the supervisor

Person Specification

• Minimum of a diploma in Business, Supply chain Management.
• Minimum of 6 Month’s professional experience in logistic.
• Good Understanding of Logistic Policies and Procedures.
• Good Command of oral and written English Fluency.
• Active enrolment in or completion of a recognized qualification from a tertiary institution of
  higher learning, or similar educational programs. (Should present a letter from the institution
  requesting the Internship and/or an application by the Intern showing intent to appear in an
  interview for Internship).
• Ability to adapt to new environments and to establish and maintain good working relations
  with individuals of different cultural backgrounds.
• Skilled in the planning and sound knowledge of computer software including word processing,
  PowerPoint, and excel.
• Ability to work in a multicultural environment and a strong team-working capacity.