Supply Chain and Admin Intern

Job Description

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries, the IRC aims to restore safety, dignity, and hope to millions who are uprooted and struggling to endure.

Following a first assessment conducted in January 2017 in Italy and another one in July 2017, several critical protection gaps were identified within assistance provided to refugees and migrants in Italy: mental health and psychosocial support (MHPSS), assistance to unaccompanied children, information provision and legal support. To respond to the identified gaps IRC established a small presence in Italy. Programs in Italy include Refugee.Info web-based information platform, child protection programming targeting unaccompanied children and victims of trafficking, mentoring programs for the socio-economic inclusion of refugee youth, WPE, and education (social emotional learning and healing classrooms). With the onset of the Ukrainian refugee crisis in Ukraine, IRC Italy is ramping up its capacities to respond to the protection and MHPSS needs of newly arrived Ukrainian refugees in several locations in Italy.

Job Summary

We are looking for a Supply Chain and Admin Intern who will support all logistics activities and procurements to be done on a timely basis without compromising IRC standards, as well as other admin duties. The SC/Admin Intern will be guided by the Regional Supply Chain Officer and the Senior Finance Officer and will work closely with the program and other staff to ensure that planned activities are implemented accordingly, including timely and compliant procurement of Program supplies, services and equipment, whilst ensuring best practices and maintaining audit-compliant records.

Specific Duties and Responsibilities:

With the mentorship 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 the supervisor on matters of procurement.

• Assist with the 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 the IT department;

• Ensure a regularly updated visiting staff schedule is maintained;

• Support hotel bookings as the need arises for visiting staff, consultants etc.

• Connect with visitors to confirm arrivals, accommodations and any transport requirements; Establish 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 spreadsheet reports.

• Confirmed digital literacy in MS-Word, MS-Excel MS-Access and related programs required.

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

• Ability to meet deadlines and flexibility in working under pressure

• Willingness to put in extra hours as the need arises.

• 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

Reporting Lines

Positions directly report to: Senior Finance Officer, IRC Italy

WORK ENVIRONMENT

This position will be based in Milan.

Application:

Interested candidates are encouraged to submit their Curriculum vitae or resume in English.Closing date; December 31, 2022

We encourage candidates to apply as early as possible. Due to the urgency of recruitment interviews will be conducted on a rolling basis before the deadline. Only shortlisted candidates will be contacted.

IRC is an Equal Opportunity Employer IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

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