Position : Procurement Intern

Location: Mongu

Department: Operations

Start Date: (as soon as possible)

Line Manager: Procurement Officer

Contract duration : July to December 2024(with possibility of extension )

Application deadline : (the applications will be processed on the rolling basis, we may close anytime depending on the volume of applications)

Salary: Candidates will be informed about the salary range in the beginning of the recruitment process

People in Need ( www.peopleinneed.net ) works in Zambia since 2017 delivering lifesaving and development assistance to vulnerable people in the sectors of nutrition, livelihoods, WASH, environment and good governance. We are part of Alliance 2015, a strategic network of seven European non-governmental organizations engaged in humanitarian aid and development projects. Lear more here: www.alliance2015.org

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.

Position Summary

The Procurement Intern is responsible to provide specialized support functions to enable effective procurement and timely delivery of goods and services.

Main Duties And Responsibilities

• Procurement
• Procure goods and services following PIN procedures and donor rules; maintain proper records of procurement documents
• Procure Goods and Services: Follow organization procedures and donor rules to procure goods and services. Maintain accurate records of all procurement documents
• Track Deadlines: Monitor all deadlines for the submission of quotations
• Handle Payments: Ensure all payment documentation is accurate and complete before processing payments to stakeholders
• Invoice Verification: Collect and verify invoices from vendors for accuracy, including dates, amounts, supplier details, descriptions, and signatures, before submitting them to Finance for payment
• Stock Management Support: Assist in preparing Goods Received Notes (GRNs), Goods Delivery Notes (GDNs), Stock Release, and inventory papers
• Purchase Requests: Upload purchase requests to the electronic system (ELO) for approval
• Additional Tasks: Perform any other duties as assigned by the line manager
• Timely Procurement of goods and services within specified time frames, adhering to organizational and donor procedures
• Track and meet all quotation submission deadlines with 100% accuracy
• Ensure 100% accuracy in payment documentation, with no errors or missing information
• Prepare and process GRNs, GDNs , SRs, and inventory papers with no discrepancies
• Upload purchase requests and Contracts to ELO within 1 day of receipt.

Accountability and Safeguarding including Prevention of Sexual Exploitation, Abuse and Harassment (SEAH)

• Carry out the duties in accordance with the PIN Code of Conduct and Key policies
• Participate in training and awareness raising (CoC and KP, Safeguarding…)
• Support in the implementation of Safeguarding measures throughout the employment
• Create and maintain a fulfilling and protective environment

Requirements

Required Skills, Experience and Behavioural Competencies:

• Degree or Diploma in Logistics, Procurement or supply chain management or a related field
• Strong organizational and communications skills. ( Both Written and Spoken)
• Proficiency in Microsoft packages ( Excel,Word,Powerpoint,Outlook)
• Ability to maintain accurate records, collect and analyze data
• Ability to demonstrate adaptability and Integrity in all tasks and interactions
• Ability to work independently with minimum supervision

Benefits

EMPLOYMENT CONDITIONS

• 24 annual leave per year
• Contributions of Health Insurance (Nhima) as by Law.
• Accident insurance for all injuries during work time.
• National pension scheme contributions as by law
• Extensive Capacity Building program, both internal and external trainings – Induction training.
• internal online opportunities, such as access to e-learning platform and webinars

Month contribution for phone tariffs

• Annual Staff retreat
• International environments with oppotunities to learn from other country programs
• Paternity leave of 5 days and maternity leave of 14 weeks
• Breastfeeding breaks for nursing colleagues
• Per diem for working and sleeping outside of duty town depending on the location.
• Friendly and fair environment in small collective structure where everyone knows each other.
• We have lunch break with meals available at the office (Mongu Office)
• 2 health breaks per day.
• Salaries are according to People in Need Salary scale and shortlisted candidates to be informed about the salaries.

People in Need is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and committed to promoting the welfare of children and adults with whom People in Need engages /is in contact with. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need Code of Conduct and key policies (available at: www.peopleinneed.net/key-policies-4142gp ). People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.