Responsibilities

• Under the direct supervision of the Finance Assistant, the intern will be trained and allowed to learn and assist in the handling of financial and administrative duties, which broadly include:
• Administration
• Assists in coordinating various activities related to the acquisition of goods and services for the office,
• Prepares, processes, and follows up on administrative arrangements related to the consultants and individual contractors
• Maintains up-to-date work unit files in the team’s Folder
• Ensure correct tracking of all Office equipment and fixed assets promptly, and ensure all relevant equipment is covered by the relevant insurance policy.
• Maintains, on an ongoing basis, the list of intangible property, including active subscriptions and licenses, and
• landline extensions, ensuring timely renewal or deactivation.
• Issuance and recording of office stationery
• Preparation of payment voucher and supporting documents under the supervision of the finance assistant

Competencies

• Communication Skills
• Speaks and writes clearly and effectively.
• Listens to others, correctly interprets messages from others, and responds appropriately.
• Asks questions to clarify, and exhibits interest in having two-way communication.
• Tailors language, tone, style, and format to match the audience.
• Demonstrates openness in sharing information and keeping people informed.
• Teamwork
• Works collaboratively with colleagues to achieve organizational goals and objectives
• Solicits input by genuinely valuing others’ ideas and expertise. willing to learn from others.
• Place team agenda before personal agenda.
• Supports and acts in accordance with the final group decision, even when such decisions may not entirely reflect one’s own position.
• Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Planning and organizing:
• Develops clear goals that are consistent with agreed strategies
• Identifies priority activities and assignments;
• adjusts priorities as required.
• Allocates an appropriate amount of time for completing assigned work
• Foresees risks and allows for contingencies when planning
• Monitors and adjusts plans and actions as necessary
• Uses time efficiently
• Proficiency in Microsoft Office

Qualifications

• Applicants should have a minimum of the following degree from a recognized University.
• Bachelor of Commerce degree (Accounting option) and at least a CPA2 qualification.
• Have a demonstrated ability to successfully interact with individuals of different cultural backgrounds and beliefs, which includes a willingness to try and understand and be tolerant of differing opinions and views.

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Responsibilities

Under the direct supervision of the Administrative Secretary, the intern will be trained and allowed to learn and assist in the handling of procurement duties, which broadly include:

• Procurement Documentation and Process Support:
• Assist in preparing procurement documents such as Request for Quotations (RFQs), bid summaries, and purchase orders.
• Support the drafting of various types of contracts (consultancy, construction, services).
• Learn and assist in collecting quotes and bids from vendors in accordance with CARE procurement policies.
• Vendor and Contract Management:
• Support the enrichment and organization of the vendor database across multiple categories.
• Maintain accurate records of vendor information, contracts, quotations, and purchase requisitions.
• Assist in tracking contract execution and compliance.
• Payment and Financial Coordination:
• Help in organizing documentation required for timely payments to vendors and consultants.
• Follow up with program teams on pending or missing documentation.
• Ensure that payment-related files are complete, accurate, and accessible for audit purposes.
• Filing and Archiving:
• Maintain a well-organized filing system for procurement-related documents.
• Support digitization and secure storage of key procurement records for easy retrieval.
• Administrative and Coordination Support:
• Assist in the coordination between the procurement team and other departments.
• Help with logistical arrangements related to vendor communication and document printing.

Competencies

• Communication Skills
• Speaks and writes clearly and effectively.
• Excellent telephone etiquette
• Listens to others, correctly interprets messages from others, and responds appropriately.
• Asks questions to clarify, and exhibits interest in having two-way communication.
• Tailors language, tone, style, and format to match the audience.
• Demonstrates openness in sharing information and keeping people informed.
• Teamwork
• Works collaboratively with colleagues to achieve organizational goals and objectives ●
• Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others.
• Place team agenda before personal agenda.
• Supports and acts in accordance with the final group decision, even when such decisions may not entirely reflect one’s own position.
• Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Planning and organizing:
• Develops clear goals that are consistent with agreed strategies
• Identifies priority activities and assignments; adjusts priorities as required.
• Allocates an appropriate amount of time for completing assigned work
• Foresees risks and allows for contingencies when planning
• Monitors and adjusts plans and actions as necessary
• Uses time efficiently
• Proficiency in Microsoft Office

Qualifications

• Applicants should have a minimum of the following degree from a recognized University
• Bachelor’s degree in Procurement/supply chain management or any other related field
• Have a demonstrated ability to successfully interact with individuals of different cultural backgrounds and beliefs,
• which includes a willingness to try and understand and be tolerant of differing opinions and views.

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