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. MSH complies with Section 503 of the Rehabilitation Act, Section 4212 of the Vietnam Era Readjustment Assistance Act, as amended, and all related applicable regulations.
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