Job Description
The Operations Intern will be based in the Nairobi office. The intern will assist with procurement, logistics, and operations support tasks to ensure the smooth running of the operations. This is a learning opportunity for individuals looking to gain practical experience in supply chain operations.
Procurement of Goods, Services and Works
- Assist in the procurement process by sourcing suppliers, obtaining quotes, and negotiating prices while ensuring compliance with Alliance procurement policies.
- Expedite suppliers to ensure timely delivery of goods and services and address any delays or issues
- Maintain and update the asset inventory, ensuring accurate record-keeping for office equipment and supplies.
- Assist in logistics of supplies and samples and ensure proper documentation is obtained to support freight process for exemption process
- Following up on Invoicing, payment and effective dispute resolution to build and maintain good working relationships with internal and external stakeholders
- Assist in preparation of tender documents and soliciting of tenders or quotations
- Prepare quotations analysis for quotations received for and prepare relevant reports
- Support in contract management and vendor performance management by ensuring framework agreements are up to date, maintaining an up-to-date supplier database and supplier evaluation.
Office Administration
- Support in documentation archiving- hard copy filing system and digital archiving
- Assist in data entry and updating databases, ensuring accuracy and completeness of information.
- Assist in the preparation of VAT exemption application forms for submission and approval by MoFA & KRA and maintain accurate up to date records
- Support in Asset management- verification and disposal process through organizational policies and procedures.
- Front office support- Receive and attend to Alliance calls and visitors, directing them accordingly
- Liaising with Gate Security to ensure official visitors are ushered in without delays.
- Coordinate general housekeeping of the office premises and follow up on all maintenance needs.
- Managing the Kitchen Supplies to ensure availability and timely replenishment.
- Perform any other assigned duties.
Requirements
Key Competencies
- Attention to Detail: Demonstrates a high level of accuracy in managing procurement, logistics records, and administrative tasks.
- Time Management: Able to prioritize tasks effectively and meet deadlines.
- Teamwork: Works well within a team and communicates effectively with colleagues
- Willingness to Learn: Open to gaining new skills and knowledge in Operations, Procurement, and administration.
- Integrity: Maintains confidentiality and ensures ethical handling of operations information.
Requirements
- University degree in Procurement/Logistics/Business Administration or related field
- Strong proficiency of the English language, both written and spoke