Reports To: HR/Admin Officer

Job Summary:

The HR Admin Intern will provide essential support to the Human Resources and Administration department. He/she will assist in recruitment, employee record management, and day-to-day administrative tasks to ensure smooth operations. This role is ideal for someone looking to gain hands-on experience in HR processes, office administration, and organizational operations within a humanitarian context.

Key Responsibilities

• Assist in posting job vacancies on relevant platforms.
• Screen resumes and applications for open positions.
• Schedule and coordinate interviews with candidates.
• Maintain recruitment tracking sheets and databases.
• Assist in maintaining accurate and up-to-date employee records (both digital and physical).
• Assist in the onboarding process for new hires, including preparing orientation materials.
• Support the HR team in ensuring compliance with organizational policies and labour laws.
• Assist in organizing and maintaining office files, documents, and supplies.
• Support in the preparation of HR-related reports and documents
• Help coordinate staff meetings, training sessions, and workshops.
• Serve as a point of contact for HR-related inquiries from staff and candidates.
• Assist in drafting and disseminating internal communications (e.g., memos, announcements). 
• Liaise with other departments to ensure smooth administrative operations.
• Other duties as assigned by the HR Manager or Supervisor.

Requirement:

• A recent graduate with a degree in Human Resources, Business Administration, Social Sciences, or a related field.
• A Strong interest in humanitarian work and HR practices.
• Ability to maintain confidentiality and handle sensitive information.
• Fluency in English (written and spoken); knowledge of Hausa or other local languages is an advantage.
• Willingness to learn and adapt in a fast-paced environment. and meet deadlines.

Essential:

• Computer skills, especially in Word, PowerPoint, Outlook, and Excel.
• Knowledge of HRIS and other HR tools will be an added advantage.
• Strong communication skills, both written and verbal.
• Excellent organizational and time management skills.

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Reports To: Logistics/Procurement Officer

Job Summary:

The Logistics and Procurement Intern will provide essential support to the logistics and procurement team in ensuring the timely and cost-effective acquisition, storage, and distribution of goods and services. This role will involve assisting in procurement processes, inventory management, and logistics coordination to support the organization’s programs and operations. The intern will gain valuable experience in supply chain management within a humanitarian context.

Key Responsibilities

Warehouse Management

• Ensure periodic cycle counts are conducted per GIMPACS policy to maintain accurate stock records.
• Conduct fiscal year-end stock inventories and generate comprehensive inventory reports together with officer upward review.
• Assist programs in developing and implementing effective stock distribution plans to prevent expired items or grant closures affecting stock.
• Provide ongoing training and support to storekeepers to enhance their performance and reporting accuracy.
• Oversee warehouse operations in GIMPACS operational LGAs, ensuring proper stock-keeping, optimal storage conditions, security, and facility maintenance.
• Prepare and finalize monthly expendables store reports, detailing stock movements and remaining balances.
• Maintain warehouse security, efficient stock management, and proper documentation.

Asset Management

• Track, maintain, and record all GIMPACS assets to ensure an up-to-date asset database.
• Ensure all staff in acknowledge accountability for assigned assets using GIMPACS receipt forms.
• Implement and monitor asset maintenance systems and procedures.
• Conduct quarterly physical asset verification and submit reports to the Logistics Manager.
• Coordinate with the Logistics Manager and Finance team to review and implement asset disposal in compliance with GIMPACS and donor regulations.
• Maintain an updated filing system for all asset records.
• Ensure retrieval and reassignment of assets upon staff departure.

Fleet and Transport Management

• Oversee transport fleet operations, ensuring efficient vehicle allocation in coordination with program teams and the Logistics Manager.
• Implement systems to track and account for transported goods.
• Collect, review, and ensure proper completion of vehicle log sheets.
• Manage and supervise drivers to ensure compliance with transport policies.
• Ensure all vehicles carry the required documentation and that licenses and insurance are up to date.
• Maintain security measures for all vehicles when not in use.
• Manage the procurement, inventory, and distribution of vehicle-related parts, consumables, and fuel.

Requirement:

• A recent graduate with a degree in Logistics, Supply Chain Management, Business Administration, or a related field.
• A Strong interest in Logistics, Procurement, and humanitarian work.
• Basic knowledge of procurement processes and inventory management
• Excellent organizational and time management skills.
• Strong communication and interpersonal skills.
• Willingness to work in a fast-paced and dynamic environment

Essential:

• Computer skills, especially in Word, PowerPoint, Outlook, and Excel.
• Strong communication and interpersonal skills.
• Strong organizational skills and attention to detail.
• Fluency in English (written and spoken); knowledge of Hausa or other local languages is an advantage

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