Supply Chain Intern

Work Arrangement:

Job Description

Position: Supply Chain Intern

Report to: Senior Supply Chain Officer

Manages: None

Duty Station: Sana’a

Scope/Job Purpose:

The procurement intern will work in Sana’a SC office under the direct supervision of the Senior Supply Chain Officer and Support from the Procurement Manager. He/she is responsible for the integrity of the IRC's procurement policies and procedures. The incumbent will be responsible for preparation for closing grants, financial year, and audit documentation, updating the Procurement filling in soft copy and hard copy, help in organizing and archiving Supply Chain documentations, be able to rapidly procure Program supplies, services and equipment when required, whilst ensuring best practices and maintaining audit-compliant records.

Detailed responsibilities and tasks:

- Prepare all the requirements for closing grant, financial year, and audit with support from Sana’a and Hodeida SC team. - Maintain a clear and proper filing system per grants of all the complete procurement documentations in hard copy and in the shared drive. - Support the procurement team in preparing and processing the data entry and folders of the current and upcoming tenders. - The implementation and / or maintenance of standard IRC procurement policies and procedures and donor-specific polices. - Assist the procurement team in Sana’a and Hodeida in processing IFs/PRs as assigned. - Routine communication, coordination and planning with the relevant requesting staff / programs and suppliers regarding the order and delivery of supplies. Ensure that all Supplies, services and equipment required are delivered on time by tracking expected time of delivery and reminding suppliers about deliveries that are due. Maintain of ethical, professional working relationships with suppliers. - Ensuring timely payment of vendors and full, auditable support documentation is actioned. - Implement a transparent and responsive procurement process. - Share their opinion on areas of improvements. - Support the Procurement team on securing the ATC, VIF, Business registration documents and Market surveys where necessary. - Inform suppliers about deadline for submission of Quotations. - Follow up with signing and returning of Product Receipts to IRC by suppliers. - Assist procurement staff in making sure Product Receipts are uploaded in the relevant PO folder. - Maintain supplier information for regularly purchased items and be informed of current local market conditions. - Maintain an impeccable electronic and physical vendor files as per IRC Supply Chain Records Management SOP - Any other duties or tasks delegated by the supervisors.

Qualifications

Required Qualification and Experience.

- Knowledge of generic procurement procedures and practices with NGO experience would be advantageous. - Holder of Certificate or equivalent in purchasing, supplies and management or Business Administration - Competent in spoken and written English - Competent use of PC especially spreadsheets.