Admin and Procurement Support Intern

Location: Addis Ababa, Ethiopia

Organization: Management Sciences for  Health (MSH)

Job Description

Overall Responsibility:

Under the supervision of the Director for Finance and Administration and in close collaboration with the finance and operations team of MSH, the admin and procurement interns will provide administrative and operational support to the Senior Procurement Officer, Senior Finance Manager, Fleet Coordinator and Administrative Coordinator with the broader SCS finance and operations team involvement and a focus on supporting the procurement process with proforma collection, stock inventory activities, training and meeting registration and attendance, tracking activity and budget submissions and financial document transfer to finance unit, fixed asset and stock tracking support, fleet administration and related activities as assigned by supervisor. The internship is designed as a capacity-building opportunity, enabling the intern to gain practical exposure to administration, financial and procurement activities while contributing meaningfully to finance and operations unit deliverables.

Specific Responsibilities:

Specifically, the Admin and Procurement Intern is expected to carry out the following responsibilities:

1. Procurement unit support.

• Initiate Procurement of required goods and Services in accordance with MSH regulations and internally accepted procedures
• Support with tracking orders to ensure prompt delivery of goods and services/follow up delivery date of purchase orders and other contracts
• Preparing and sending requests for quotation to shortlisted suppliers
• Support with collection and analysis of proforma invoices and presents to the supervisor for further processing or approval.
• Receives goods/deliverables and verifies quality and quantity against the Orders alongside technical representatives
• Support with invoice receipts, and reviews for accuracy and satisfactory delivery approvals, verify tax certificates from vendors before payment is made.
• Support with checking and clearing all outstanding items/payments.

2. Documentation and Filing

• Updates trackers and escalate to supervisors when appropriate
• File/record all procurement documents in an orderly manner for control and reference purposes
• File maintenance: keeping, organizing and updating all procurement and administrative related files – Document and compile data on rental vehicles, mileage logs and overall fuel consumption.

3. Assist in scheduling and documenting, general service, maintenance and repair of all project vehicles.

4. Finance, Administrative and fleet support

– Support in logistics arrangement for meetings, workshops, and trainings.
– Support the Logistics Coordinator with compilation of fleet requests and
tracking as needed.
– Support preparation of activity budgets, advance requests, and finance
settlement documentation.
– Track in reviewing, submission and clearance of settlement documents.

5. Inventory management support

– Assist with mid-year and end year inventory count.
– Support the Administrative Coordinator with store management as requested.

6. Learning and Capacity Development

– Participate in internal meetings and training.
– Learn about basic procurement, financial and administrative standard procedures and requirements.
– Receive mentorship and apply learning in practice.
QUALIFICATIONS

A) EDUCATION/TRAINING:

• Bachelor’s degree in management and accounting and related discipline
• University graduates from the recognized university.
• Strong interest in procurement, finance and administrative support work.
• Basic computer skills (MS Word, Excel, outlook).
• Proficiency in Amharic and English

B) KNOWLEDGE AND SKILLS

• 2024/2025 University graduates from the recognized university.
• Strong interest in procurement, administrative support, financial activity works.
• Basic computer skills (MS Word, Excel, PowerPoint).
• Proficiency in Amharic and English

C) EXPECTED DELIVERABLES

• Updated trackers
• Organized files
• Updated assignment reports
• Compiled finance settlement support documents
• Documented lessons learned

D) DESIRED COMPETENCIES

– Strong organizational skills
– Attention to detail
– Willingness to learn
– Professional conduct and confidentiality

MSH is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.

 

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