Intern to support PALM unit

Mercy Corps responsibilities

For the duration of this internship assignment the intern will receive:

• Work Station
• All required office supplies
• Transport Allowance/ 3000.00 ETB
• Per diem during field visit as per Mercy corps policy
• Coverage of lodging expense during field visit as per Mercy corps policy
• Coverage of Transportation expense during field visit as per Mercy corps policy

 Intern responsibilities

Intern will remain responsible for all costs associated with

• Transport from/to office

• Medical and any Insurance

 PROJECT DESCRIPTION: 

Procurement:

•  Assists staff as needed on creating clear and understandable purchase requests;

• Record purchase requests which is approved and forwarded to the procurement department on the open/ongoing procurement status report sheet and update the status daily; and send status report weekly to the supervisor;

•  Prepare Purchase requests, RFQ/Invitation to tenders, Quotation/bid Analysis, Note to File, Purchase Order, Payment Requests, Service contracts, Purchase Agreements, Consultancy Agreement Preferred supplier Agreement as required and assist on the preparation of tender document;

• Distribute request for quotation/Invitation to bid/tenders or call for proposal to potential suppliers/companies; and collect quotation as required;

•  Ensure that bid box is sealed and ready for bidders to put sealed bid documents for tenders; and ensure that bid distribution and submission register is documented;

• Organize bid opening and participate on the bid opening process as required;

• Review quotations collected by MC Procurement Department and prepare bid analysis (documentation outlining costs and vendors); and get signature of committee members and approval of budget holders  as per FP3;

• Ensure that all required procurement documents are attached for payments based on the procurement checklists; and follow up approval of Payments by budget holder and review of documents by finance;

• Follow up that payment request is submitted to finance for check/payment and that payments are done on time for suppliers;

• Record all completed procurements on PR Master list and verify accuracy according to specifications outlined on the PR and send report to supervisor on the 5th of the next month;

• Assist procurement team in copying and scanning of procurement documents as required; 

•  Assist on customs clearing process and facilitate delivery of imported goods;

• Keep records of supplier data base and maintain files of current market prices for commonly bought items.

• Carry out price surveys and maintain price list for routinely purchased items from preferred vendors and ensure prices charged by the suppliers are the market prices;

• Coordinate vendor performance management review using the approved MC tools and participate in decision making based on the evaluation;

• Remain informed about sources of supply, methods, services and materials and interact with Vendors during collection of quotations and represent mercy corps in a professional manner.

• Always accord prompt and courteous reception and fair and equal treatment to all vendors/suppliers and their representatives.

• Provide equal opportunity for vendors/suppliers to make price and specification quotations.

• Avoid subjecting vendors/suppliers to needless expense or inconvenience when requesting quotations or returning goods.

• Explain as clearly and fully as possible to vendors/suppliers the reason(s) for the rejection of their bids/proposals.

• Identify potential, credible and competent vendors for MC and maintain contacts with suppliers and conduct price comparison in order to get the best price and quality material.

• Guarantee the confidentiality of all specifications and price quotations made by the supplier;

• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission in country of operation;

 Fleet Management:

• Assist, as required, in the daily administrative activities of the MC transport pool. Specifically, driver/vehicle scheduling, tracking log books, routine and major maintenance of the transport pool.

• Assist the transport officer on facilitating plate process

 Asset Management:

•  Assist with asset management in the Country office and all field sites and that it is regularly updated on asset register with changes and new acquisitions;

• Collect monthly field warehouse and asset management reports, compile and send to the Senior Operations Manager (electronic master list of MC assets and their specifics monthly reports).

• Follow up that GRN is issued, signed by the originator and that items are delivered to the store and make sure procurement files are documented as per the project fund code.

• Ensure deliveries of program and office supplies are in conformity to the quality and quantity of the purchase request as per FP3 (Field Procurement Policies and Procedures) and ensures timely and safe delivery of items/ goods to the warehouse with proper documentation and coordinate with the storage and transfer of items to field sites.

• Assist with the annual inventory

 Safety and Security:

• Comply Mercy corps security procedures and policies as determined by country leadership.

LEARNING OBJECTIVES:

By the end of the internship, the intern will have developed the following knowledge and experience:

• As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

• How to procure goods and services

• How to manage fleet

• How to Manage the safety and security of staff

• Warehouse and asset management

• Office Management, office supplies , utilities and facilities management, incoming and outgoing communication management, guest reception, how to book for travel and accommodations etc

• Safety and security management

DELIVERABLES:

 Expected deliverables:

• Maintain full and accurate filing of purchase requests daily; and send status update report weekly;

• Compile monthly closed procurement reports sent from field offices; and provide closed procurement reports to procurement Manager every end of the month;

• Make sure all monthly PALM reports sent from field offices are combined together and submitted to the Senior Operations Manager.

IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING QUALIFICATIONS:

Qualifications

• Degree in supplies Management, Management, Accounting, Marketing or related fields

• Minimum academic score of GPA 3 and above

• Zero years’ experience

• Competent in spoken and written English

• Competent use of PC especially spreadsheets (format/sort/filter

• One letter of recommendation from a professor on the candidate’s academic performance

• One letter of recommendation from a non-family member on the candidate’s personal integrity and sense of responsibility.

 LIVING CONDITIONS: The internship should be based in the intern’s home location Jigjiga

 Mercy Corps interns and volunteers represent the agency both during and outside of work hours and are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.

Candidates interested in this internship should submit a resume and a statement of interest.  In your statement, you are encouraged to discuss any experiences related relevant to the projects outlined.  You may wish to describe your career interests (specifically as they relate to policy and advocacy, humanitarian aid, or development) and discuss your previous work and educational experiences demonstrating these interests. Your application will be reviewed by the hiring team within 3 weeks of submission and shortlisted candidates will be contacted directly for interviews. All applicants will receive notification once a decision has been made.

 All interested candidates are encouraged to apply for the position advertised.  All applications submitted to the Mercy Corps office or electronically include a CV, three references, and all relevant official documents. Applications will not be returned and will not be retained for future recruitment efforts.  In order to ensure fairness to all applicant’s personal inquiries are not permitted.

 Only candidates that are short-listed will be acknowledged and called for interviews.

“Mercy Corps is an equal opportunity employer promoting gender, equity and    diversity. Qualified female and young candidates are strongly encouraged to apply. We are committed to empower women and youth.”

                                  DEADLINE FOR ALL APPLICATIONS:  17 June 2022/ 4:00 PM

         Please send non-returnable applications and credentials to one of the following addresses:

                                                     [email protected]

Note: Please make sure that you mention the position title in the subject line of your email application.

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NAGUSOO BIIR ---  SOMALI JOBS

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