Procurement Intern at Women Educational Researchers of Kenya

Job purpose

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

Key Duties and Responsibilities:

You will be working primarily on the following tasks:

• Assist in drafting bidding documents, evaluation reports and contract award submissions, ensuring consistency in format and content.
• Assist in processing procurement transactions for payments, ensuring all necessary approvals and documentation are in place.
• Assist in the preparation of Local Purchase/Service Orders and ensure all back up documents are attached and approved before final submission to vendor.
• 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.
• Manage incoming procurement requests and invoices, logging and routing them to the appropriate departments for action.
• Assist in routine follow-up action on procurement matters liaising with suppliers, finance and administrative teams to ensure smooth procurement workflows.
• Support with the maintenance of the procurement tracker and other status reports on procurement activities and work in progress.
• Assist, procurement officer and Admin in review of quotations, quotation analysis, preparing tenders and procurement documents in collaboration with the procurement , admin and finance teams
• Together with the procurement officer and procurement officer, ensures that goods, services and works procured by WERK are of the right quality, in the right quantities, at the right price, delivered to the right place, at the right time (5 Rs).
• Organize and manage the filing system for procurement documents, including quotations, contracts, and minutes, ensuring complete procurement records are stored in both physical and digital formats (e-filing). Scan and archive procurement documents as needed for audit and compliance purposes. Participating in procurement committee and departmental meetings, taking minutes and ensuring action points are tracked and implemented. Assist in general administrative tasks, including logistics coordination, office supply procurement, and asset management.
• Support finance-related tasks, such as verifying supplier invoices, reconciling procurement expenditures, and assisting with budget tracking
• Support fundraising activities.
• Any other duty as may be assigned.

Qualifications

• Diploma or Bachelor’s Degree in Procurement, Supply Chain Management, Business Administration, Finance, or a related field.
• Basic knowledge of procurement principles, finance, and administration.
• Internship or work experience in procurement, logistics, or finance is an added advantage.

Knowledge, Skills & Abilities Required

• Good interpersonal skills
• Fluency in English with excellent verbal and written communication skills
• Strong organizational skills
• Attention to detail and timeliness in reporting.
• Analytical
• Team player
• Ability to work with minimal supervision.

Experience

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