Procurement Intern (Bama)

JOB OVERVIEW

The Procurement intern is a Key position within Supply Chain and carries responsible for the IRC Integrity system. Supply Chain must be able to rapidly procure Program supplies, services, and equipment, whilst ensuring best practices and maintaining audit-compliant records. The Procurement intern must ensure that all purchases of goods and services are done transparently, at the best available price, and in compliance with IRC and donor procurement policy and procedures.

KEY RESPONSIBILITIES

1.Support to Bama Base office

The Procurement Intern is responsible for working closely with Base officer, Procurement Officers, Senior Procurement Manager, internal and external stakeholders to ensure effective support is provided on all required aspect of making sure the system is operational and preparation to support program implementation. This includes -

• Uploading of scanned documents
• Collecting, organizing, and analyzing data on the Item forecast list
• Raise Purchase Requisition as required as per the Item forecast need
• Archiving of Procurement files online
• Follow up internally between Supply Chain and Finance on status of vendors payments
• Processing approved Purchase request through the procurement software (Integra) and ensuring data accuracy.
• Any other task assigned by the supervisor.

2.Procurement

Responsible for implementing procurement strategies and ensures all program procurement needs are met on time in accordance with Global Supply Chain and donors’ standards. This includes: -

• Support in development of procurement specifications of new items
• Request for quotations / proposals when required.
• Support and participate in open tender meetings & evaluations when required.
• Demonstrate value for money in procurement.
• Conduct market survey in every two(2) months

3.Supplier Management

Responsible for managing supplier’s performance to ensure that there is precise record keeping as provided by GSC. This includes: -

• Maintain suppliers file and documentation
• Documents supplier performance
• Maintain supplier performance score cards
• Source for new vendors on different categories of goods and services

4.Compliance and Ethics

Assist in implementing donor rules & regulations for all procurements (including any specific departmental procurement task assigned), Identifying and analyzing compliance risk in procurement processes through: -

• Implementing due diligence for suppliers, this includes conducting reference checks, supplier visits etc.
• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures
• identifying and reporting procurement red flags,

5.Reporting

The Procurement Assistant (Intern) is responsible for preparing and submitting accurate: -

• Weekly Purchase Requisition tracker (Of Bama base office) done manually after following up with pending deliveries for goods and services every Friday of the week
• Updated list of items not on the MPA on monthly basis

Key Working Relationships:

Internal:Regular relationships with program staff, Operations and country Supply Chain staff at all levels

External:Vendors and Services providers.