Procurement & Logistics Intern 43 views23 applications

Job Title: Procurement & Logistics Intern

Number of Positions : 1

Location: Nairobi

Reports to: Procurement and Logistics Officer

Duration: 2 Months

About Helen Keller International:

Established in 1915 with Helen Keller as a founding trustee, Helen Keller International is dedicated to saving the sight and lives of the most vulnerable. Headquartered in New York City, it operates programs in 21 countries across Africa, Asia, and the United States, addressing blindness and malnutrition through data-driven programs and research. Helen Keller Intl has partnered with national and county governments, UN agencies, NGOs, and communities to deliver nutrition-specific interventions. The organization supports 25 counties in providing Vitamin A supplements, deworming, and other essential health services, reaching up to 4 million children.

In addition, the organization collaborates with Vitamin Angels and iDE to improve nutrition globally for underserved pregnant women, infants, and young children; under the Transforming Lives Through Nutrition initiative enhances maternal and child health by delivering proven nutrition interventions and strengthening health and food systems. In partnership with UNICEF and the Kilifi and Samburu County governments, Helen Keller Intl has commenced implementation of the Enhance Project to improve nutrition outcomes for vulnerable populations in these counties, focusing on children aged 6-59 months and pregnant women/adolescent girls.

Position Summary:

The Procurement and Logistics will be based in the Nairobi office. The intern will assist procurement, logistics and operations support tasks to ensure smooth running of the operations support. This is a learning opportunity for individuals looking to gain practical experience in supply chain operations in the NGO sector.

Key Responsibilities:

Procurement and Logistics:

• Assist in the procurement process by collecting quotations, preparing purchase orders and ensuring compliance with 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.
• Ensure proper documentation and filling for procurement and logistics documents for easy retrieval and audit readiness.
• Support in the asset disposal process in accordance with organizational policies and procedures.
• Collaborate with suppliers to build and maintain good working relationships.

Operations Support:

• Manage office supplies, ensuring inventory is up-to-date and supplies are replenished timely.
• Provide general office support, including maintaining filing systems, photocopying, scanning documents, and organizing meetings.
• Help coordinate travel arrangements for staff, including booking transportation, accommodation, and preparing travel expense reports.
• Support in organizing workshops, trainings, and meetings, including venue setup, logistics coordination and participant management.

Support Migration of Procurement Documents to the Organizational SharePoint

• Sort and organize final documents by grant/award, following established guidelines.
• Support the transition of physical procurement files to SharePoint, ensuring a smooth digital transformation.
• Assist in data entry and updating databases, ensuring accuracy and completeness of information.
• Contribute to process improvement initiatives by providing feedback and suggestions to streamline procurement and operational workflows.
• Support ad hoc administrative tasks and projects as assigned by the supervisor.

Other Duties: Perform any other duties assigned by the supervisor to support the smooth functioning of the office and project operations.

Qualifications and Skills:

• Recent graduate in degree Business Administration, Supply Chain Management or a related field.
• Basic understanding of operations and logistics management.
• Strong organizational skills and attention to detail.
• Proficient in Microsoft Office (Excel, Word, PowerPoint).
• Good communication and interpersonal skills, with the ability to work as part of a team.
• Ability to manage multiple tasks and meet deadlines.
• Interested in working in the NGO sector and contributing to humanitarian causes.
• Fluency in English and Swahili is required.

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, Finance and administration.

Integrity: Maintains confidentiality and ensures ethical handling of operations information.

Benefits: This is a learning opportunity designed to provide practical experience in finance and administration within an international NGO setting. The intern will receive mentorship and hands-on training in key financial and administrative processes. A stipend will be provided .

This position offers an excellent opportunity to gain practical experience in the operational aspects of international development work in a supportive and dynamic environment.