PROCUMENT INTERN

INTRODUCTION

Habitat for Humanity Kenya (HFH Kenya) is a national non-profit organization that begun its operations in 1982 as an affiliate of Habitat for Humanity International. The affiliation is guided by a National Affiliation Agreement (NAA) and a Memorandum of Understanding (MOU). HFH Kenya’s vision is: “A nation where every family has a decent place to live.” Mission: “Seeking to put God’s love into action, Habitat for Humanity Kenya brings people together to build homes, communities and hope”. Our overarching goal is: “Enabling low income families access decent and affordable shelter”

JOB PURPOSE

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

DURATION OF INTERNSHIP: 6 MONTHS

KEY RESPONSIBILITIES

• Assist in drafting bidding documents, evaluation reports and contract award submissions, ensuring consistency in format and content.

• Assist in processing procurement transactions for payments.

• Assist in the preparation of Local Purchase/Service Orders and ensure all back up documents are attached before signed off by signatories.

• Assist in maintains the supplier payment tracker by alerting the senior 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.

• Assist in Receiving, reviewing logs and routing incoming communication and procurement requests/invoices.

• Assist in routine follow up action on procurement matters on behalf of the senior procurement officer and procurement officer

• Supports with the maintenance of the procurement tracker and other status reports on procurement activities and work in progress.

• Assist senior procurement officer, procurement officer and Admin in raising quotations, quotation analysis, preparing the tender and procurement documents.

• Together with the senior procurement officer and procurement officer, ensures that goods, services and works procured by the HFH Kenya are of the right quality, in the right quantities, at the right price, delivered to the right place, at the right time (5 Rs).

• Filing (soft and hardcopies) of procurement documents including quotations, minutes and contracts ensuring that the complete procurement files are uploaded on in the appropriate folders(e-filing).

• Scanning of various procurement documents as and when required by your supervisor.

• Participate in procurement committee meetings and departmental meetings take minutes as and when requested.

  KEY PERFORMANCE MEASURES / INDICATORS

• Timely updating of procurement tracker.

• Timely preparation of bidding documents, evaluation reports and contract award submissions.

• Timely preparation of the supplier payment tracker and submitting of fully backed up payments documents to finance for processing.

• Adherence to procurement policy and procedures.

  QUALIFICATIONS

• Degree in procurement and logistics or another relevant Degree or

• Higher diploma in procurement and logistic with membership to KISM.

  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 INGO.

• Previous experience as a procurement and logistic clerk or procurement assistant or an intern in INGO will be an added advantage.

• Good knowledge and understanding of procurement and logistics procedures including donor compliance.

  OTHER INFORMATION

• Willing to uphold Christian principles of HFH Kenya

• Ability to work long and odd hours, including weekends

• Confidentiality

• Honesty

• High levels of integrity

  Safeguarding: HFHI requires that all employees take seriously their ethical responsibilities to safeguarding our intended beneficiaries, their communities, and all those with whom we work. Managers at all levels have responsibilities to support and develop systems that create and maintain an environment that prevents harassment, sexual exploitation, and abuse, safeguards the rights of beneficiaries and community members (especially children), and promotes the implementation of Habitat for Humanity’s code of conduct.