Position Description
Heshima Kenya is an international non-profit organization based in Nairobi, Kenya, dedicated to protecting and empowering unaccompanied refugee children and youth; especially adolescent girls, through our specialized shelter, education and advocacy programs. Heshima Kenya wishes to provide Procurement Internship opportunity for a period of 3- 6 months
The purpose of this internship is to provide a suitably qualified procurement graduates with the opportunity to work and gain experience with Heshima Kenya. The Intern is expected to provide support to the organization in form of procurement of goods and services for project activities under the direct supervision of the Director of Financial Operations.
Procurement Intern will be a key member of the Finance and Administration Team.
Heshima Kenya is an international non-profit organization based in Nairobi, Kenya, dedicated to protecting and empowering unaccompanied refugee children and youth; especially adolescent girls, through our specialized shelter, education and advocacy programs. Heshima Kenya wishes to provide Procurement Internship opportunity for a period of 3- 6 months
The purpose of this internship is to provide a suitably qualified procurement graduates with the opportunity to work and gain experience with Heshima Kenya. The Intern is expected to provide support to the organization in form of procurement of goods and services for project activities under the direct supervision of the Director of Financial Operations.
Procurement Intern will be a key member of the Finance and Administration Team.
Responsibilities;
- Under the supervision of the Director of Financial Operations , learn all Heshima Kenya procurement guidelines, SOPs , documentation , and systems as per the current procurement policy
- Oversee and conduct procurement of goods and services while ensuring integrity , fairness, accuracy, openness , adherence to policies , procedures and controls
- Oversee solicitation of quotation with respect to price and quality reasonability
- Develop and maintain inventory system for the organization.
- support in the inspection of the delivered goods to ensure they meet the specifications issued in the purchase order/or any other instructions that may have been appendix thereto
- Process purchase requisitions / orders within purchasing authority
- Draft supplier/service providers contracts for review by the procurement committee and approval by the Country Director
- Assist in the development of specifications for equipment, materials, and services to be procured
- Administer contract performance, including delivery, receipt, warranty, damages and reconcile or resolve discrepancies
- Work with internal and external stakeholders to determine procurement needs, quality, and delivery requirements
- Prepare and maintain purchasing records and price lists
- In conjunction with the procurement committee, develop and maintain database for prequalified suppliers of goods and services
- Review procurement committee Bids awards to ensure they conform with the procurement policy and procedure before the same is submitted to the Country Director for approval
- Develop monthly and quarterly procurement plans in consultation with Program Managers and in line with program output implementation plans and present to the Director of Financial Operations for action.
- Prepare weekly and monthly/quarterly procurement reports and share with the DFO and Program Managers
- Monitor and track procurement activities and delivery status to ensure timeliness
- Ensure complete back up documentation of procurement activities is submitted to Finance Office.
- Ensure timely review and submission of suppliers invoices to finance Officers for payment
- Develop and maintain a track able procurement management and filing system for Heshima Kenya
- Perform any other duties that may be assigned by the Supervisor from time to time
- Develop and maintain constructive and cooperative working relationships with colleagues and management
Qualifications;
- Relevant university degree/Diploma/Advanced Certificates, preferably in Logistics or Procurement or equivalent work experience
- Previous experience with NGOs procurements will be an advantage
- work independently and should be comfortable making decisions;
- Should be good in and thrive in a collaborative work environment;
- Always adhere to a code of ethical conduct
- .Person of high integrity
- Should have knowledge of supply chain, customer and personal service, relevant tools for procurement.
- Comply with and maintain knowledge of applicable rules, legislation, regulations, standards, and best practices
- Should have the following skill sets: communication, active listening and learning, reading comprehension, coordination, judgment and decision making, organization, time management, writing, service orientation, negotiation
- Excellent interpersonal, written and verbal communication skills.
- Fluency in the English and Swahili language, both oral and written
- Able to learn on the job.
- Ability to work under pressure.
- Excellent working knowledge of Microsoft Office.
HOW TO APPLY:
Interested candidates meeting the above qualifications should send an application letter and a detailed CV with daytime telephone contact to reach the undersigned on or before Monday 29th February 2016.
The Country Director, Heshima Kenya. P.O Box 63192-00619. Nairobi/ Email:hr2015@heshimakenya.org with a cc to info@heshimakenya.org. Clearly state the subject of the email as Procurement Intern.
Note: Only shortlisted candidates will be conducted.
