Supply Chain and Admin Intern

Job Description

Location: Milan (based in Milan)

Duration: 6 months-Full Time

Reports To: Senior Finance Officer

Specific Duties and Responsibilities:

With the guidance of the Regional Supply Chain Officer:

• Support national procurement requests and their review.

• Support ensuring that procurement is carried out in accordance with IRC and donor-specific policies and procedures.

• Ensure that all materials purchased are of appropriate quality and price and are timely delivered.

• Support generating all required procurement documentation and maintain records and files.

• Set up and maintain a complete filing system for all procurement related documents according to IRC Procurement Manual.

• Update relevant staff about the status of their request and delivery and maintain regular contact with supervisor on matters of procurement.

• Assist with preparation of procurement contracts, and Purchase orders.

• Support conducting regular market surveys and maintaining an up-to-date supplier database with key supplier information.

• Ensure all office equipment is stocked with required supplies (stationary, cleaning and kitchen supplies, toner, paper etc.).

• Ensures proper recording and labeling of assets, utilization of assets at Office level, handling over assets and equipment’s by the staff at point of departure, proper transfer and recording of equipment and office machines/computers and others/, furniture etc from one person to the other

• Assist program staff with raising purchase requests (PRs) and provide price estimations of goods requested.

• Assist program staff with logistic arrangements related to program activities

• Refer any maintenance required to IT department;

• Ensure a regularly updated visiting staff schedule is maintained;

• Support hotel bookings as required for visiting staff, consultants etc.;

• Communicate with visitors to confirm arrivals, accommodations and any transport requirements; Establishing and maintaining good professional working relationships with suppliers, contractors and inspection companies whilst strictly adhering to IRC’s anti-corruption guidelines and IRC’s code of conduct.

• Perform admin duties as needed

• Perform all other ad-hoc duties, as and when assigned by supervisor

KEY WORKING RELATIONSHIPS:

• Position Reports to IRC Italy Senior Finance Officer

• Required to work closely with the IRC Italy Program team, Program Coordinator and Head of Office

• External collaboration with suppliers, travel service providers etc.

REQUIREMENTS:

• Student/recently graduated from University in relevant field

• Ability to develop analytical spread sheet reports.

• Proven computer literacy in MS-Word, MS-Excel MS-Access and related programs required.

• Ability to plan, prioritize, coordinate and perform multiple tasks simultaneously.

• Ability to work under pressure and to meet deadlines.

• Willingness to put in extra hours as required.

• Systems oriented individual.

• Good team player.

• Strong organizational, interpersonal and communication skills

• Fluency in English and Italian, both written and spoken;

• Willingness to travel to field sites in Italy and Europe

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