Kenya: Supports Services Intern

Organization: Save the Children

Country: Kenya

Closing date: 11 May 2016

JOB TITLE: Support Services Intern

TEAM/PROGRAMME: Regional Office Support Services

LOCATION: East and Southern Africa Regional Office – Nairobi

GRADE: Intern

TYPE OF CONTRACT: National

CHILD SAFEGUARDING: Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people

ROLE PURPOSE:

The Support Services team is a part of Save the Children’s East and Southern Africa Regional Office. The Support Services Intern will provide support to the Regional Office HR & Legal Coordinator and the Procurement Officer and other members of the Regional Office Support Services Team. This role will have a dual reporting mandate.

SCOPE OF ROLE:

Reports to: HR & Legal Coordinator and Procurement Officer

Dimensions: Save the Children works in 12 countries in East Southern Africa (Kenya, Somalia, Uganda, Rwanda, Sudan, South Sudan, Tanzania, Zambia, Zimbabwe, Mozambique, Malawi and Ethiopia) with a current staff complement of approximately 3500 staff and current expenditure of approximately $290 million each year

The East & Southern Africa Regional office currently hosts slightly over 100 personnel. This role focuses on procurement support for the ESARO regional office.

Staff directly reporting to this post: None

KEY AREAS OF DEVELOPMENT:

Procurement

· Supports the Procurement Officer and SCI Departments with the development and implementation of Procurement Plans.

· With delegation from the Procurement Officer, receives fully signed Procurement Requests and completes Procurement Requests for General Admin items and services; Registers the PR in the Log Tracker.

· Prepares the Competitive Bid Analysis and coordinates meeting of the Procurement Committee inorder to review the quotations and select vendor.

· Enters Purchase Orders in the Logistics Register.

· Prepares the Logs KPI Reports and submits to the Procurement Officer on the 2nd day of the following month.

· Supports the Procurement Officer and HR/Admin Assistant in following up on outstanding invoices and credits.

· Prepares a schedule of all office contracts and monitors the expiry date to ensure that any procurement needs are addressed on time. This should be brought to the attention of the Procurement Officer three months before the end date.

Administrative

· Administers the Vehicle and Generator usage schedules and provides feedback to the Procurement officer.

Security

· Using Flight detail schedules shared by the Travel Agent, prepares schedule of staff and visitors movements for purposes of identifying who is in Nairobi or Kenya on a weekly basis and shares with the SSFP

· Weekly reviews and updates the Security Tree

· Updates the SMS Security platform for ESARO by adding new members and deleting outgoing members.

Finance

· Maintains tracking schedules of Invoice Authorisations received in the Finance Department from the Procurement Unit for payment and attaches the tracking schedule to Bank Payment Vouchers.

· Reviews Procurement Checklist inorder to ensure that they are accurately completed, liaising with the Procurement departments for proper completion and follow-up of required support documents.

Perform any other related tasks as may be assigned.

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

· Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values

· Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

· Creates a managerial environment to lead, enable and maintain our culture of child safeguarding

Ambition:

· Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same

· Future orientated, thinks strategically and on a global scale

Collaboration:

· Approachable, good listener, easy to talk to; builds and maintains effective relationships with colleagues, Members and external partners and supporters

· Values diversity and different people’s perspectives, able to work cross-culturally.

Creativity:

· Develops and encourages new and innovative solutions

· Cuts away bureaucracy and encourages an entrepreneurial approach

Integrity:

· Honest, encourages openness and transparency, builds trust and confidence

· Displays consistent excellent judgement

QUALIFICATIONS AND EXPERIENCE

· Degree in Bachelors of Commerce or Business Administration or equivalent

· Excellent computer skills especially in MS Excel spread sheets and MS Word

· High level of integrity and ability to work as part of a professional team

· Excellent communication skills

· Proven ability to handle challenging workload

· Cross-cultural experience, understanding and sensitivity;

· Excellent interpersonal and written and oral communication skills;

· Commitment to Save the Children values.

How to apply:

Interested candidates are required to e-mail a letter of application and CV as one document to EA.recruitment@savethechildren.org

Applications closes on 11^th May 2016.