Procurement and Administration Intern

Job Title: Procurement and Administration Intern

Company: Christian Health Association of Kenya

Location: Nairobi, Kenya

Job Type: Internship

Career Category: Logistics/Procurement

Years of Experience: 0-2 years

Theme: Health

Job Posting Date: April 3, 2024

Closing Date: April 10, 2024

Are you passionate about making a meaningful impact in the healthcare sector? Christian Health Association of Kenya (CHAK) is seeking a dynamic Procurement and Administration Intern to join our team at our Nairobi office. This internship presents an excellent opportunity for individuals looking to kickstart their career in procurement and administration within a reputable organization dedicated to improving healthcare delivery across Kenya.

Job Summary:

As a Procurement and Administration Intern at CHAK, you will play a crucial role in supporting the implementation of procurement, logistics, and administration strategies to ensure the efficient operation of our programs. Your responsibilities will include reviewing purchasing requests, coordinating office administration, providing guidance on procurement matters, and maintaining accurate procurement documentation. Additionally, you will assist in fleet management and communication with vendors and staff to facilitate smooth procurement procedures.

Key Responsibilities and Duties:

1. Review of Purchasing Requests: Ensure the completeness and accuracy of purchasing requests, obtaining additional information as needed to facilitate the procurement process.
2. Office Administration: Coordinate general office administration activities including asset management, maintenance, security, insurance, and record management services.
3. Procurement Guidance: Provide advice and assistance to programs and departments on procurement-related matters, offering suitable solutions as required.
4. Policy Implementation: Participate in the development, implementation, and interpretation of procurement and logistics policies and procedures to ensure compliance and efficiency.
5. Documentation Management: Maintain organized procurement documentation for reporting, analysis, and tracking purposes, ensuring all necessary information is readily available.
6. Supplier Payments: Verify supplier payments for accuracy and completeness before submission to the finance department for settlement.
7. Weekly Reporting: Assist in the preparation of weekly reports for the procurement and administration department, highlighting key activities and achievements.
8. Fleet Management: Maintain the fleet log, develop rosters for efficient fleet usage, including service and maintenance schedules, and monitor fuel usage to optimize costs.
9. Vendor Communication: Manage communication with vendors and internal staff to facilitate the smooth implementation of procurement procedures.

Qualifications:

Academic & Professional Qualifications:

• Bachelor’s degree or Diploma in a business-related field.
• Membership in the Kenya Institute of Supplies Management or other relevant professional body.

Skills and Attributes:

• 1 year of prior experience in procurement or administration.
• Excellent interpersonal and communication skills.
• Strong negotiation abilities.
• Proficiency in fleet management.
• Ability to work independently and collaboratively.
• Knowledge of donor rules and regulations on procurement and funds management.
• Computer literacy, including proficiency in MS Office applications.
• Effective planning and organizational skills.

How to Apply:

To apply for this position, please use the following link: Application Link. Ensure to attach your cover letter, CV, copies of certificates, and provide contacts for three referees. Please note that attached documents should not exceed 2MBs to ensure successful submission.

Alternatively, you can send your application via email to hr@chak.or.ke if you encounter challenges with the application link provided. Please specify the challenges experienced in your email.

Applications should be addressed to:

The General Secretary
P.O. Box 30690 – 00100, Nairobi

The closing date for all applications is April 10, 2024. Only shortlisted candidates will be contacted for an interview.

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NB: By applying for this position, you consent to CHAK collecting, storing, and processing your information. You may withdraw your consent by withdrawing your application.

Sample Cover Letter for a Procurement and Administration Intern

Hiring Manager
Christian Health Association of Kenya
P.O. Box 30690 – 00100, Nairobi

Dear Hiring Manager,

I am writing to express my interest in the Procurement and Administration Intern position at Christian Health Association of Kenya, as advertised. With a Bachelor’s degree in Business Administration and prior experience in procurement, I am excited about the opportunity to contribute to CHAK’s mission of improving healthcare delivery in Kenya.

In my previous role, I gained valuable experience in reviewing purchasing requests, coordinating office administration tasks, and maintaining accurate procurement documentation. My strong communication and negotiation skills have enabled me to effectively collaborate with internal teams and external vendors, ensuring the smooth implementation of procurement procedures.

I am particularly drawn to CHAK’s commitment to excellence and its dedication to serving the healthcare needs of communities across Kenya. I am eager to leverage my skills and passion for healthcare to support CHAK’s programs and initiatives.

Enclosed is my resume, which provides additional details about my qualifications and professional background. I look forward to the opportunity to discuss how my skills align with the needs of your organization.

Thank you for considering my application. I am excited about the possibility of contributing to the impactful work being done at CHAK.

Sincerely,
[Your Name]

Possible Procurement and Administration Intern Interview Questions With Answers:

1. Can you describe your experience in procurement and administration? Answer: In my previous role, I was responsible for reviewing purchasing requests, coordinating office administration tasks, and maintaining accurate procurement documentation. I also assisted in fleet management and communication with vendors and staff to facilitate smooth procurement procedures.
2. How do you ensure compliance with procurement policies and procedures? Answer: I ensure compliance by staying updated on relevant regulations and policies, communicating effectively with stakeholders to understand their needs, and documenting procurement activities meticulously to facilitate auditing and reporting.
3. What strategies do you use to negotiate with vendors for better pricing? Answer: I employ strategies such as conducting market research to understand pricing trends, leveraging volume discounts, and building strong relationships with vendors based on mutual trust and transparency.
4. How do you prioritize competing tasks in a fast-paced environment? Answer: I prioritize tasks by assessing their urgency and importance, breaking larger tasks into manageable steps, and using tools like to-do lists or project management software to stay organized and focused.
5. Can you provide an example of a challenging procurement situation you encountered and how you resolved it? Answer: One challenging situation I faced was when a critical vendor experienced supply chain disruptions. I addressed the issue by sourcing alternative suppliers, negotiating expedited delivery options, and communicating closely with internal stakeholders to minimize disruptions.
6. How do you handle disagreements or conflicts within a team? Answer: I believe in addressing conflicts openly and respectfully, listening to all perspectives, and working collaboratively to find mutually beneficial solutions. I also value constructive feedback and strive to maintain positive working relationships.
7. What do you consider the most important aspect of effective procurement management? Answer: I believe effective communication is crucial in procurement management, as it ensures alignment between stakeholders, fosters transparency in decision-making, and facilitates timely resolution of issues.
8. How do you stay updated on industry trends and best practices in procurement? Answer: I stay updated by attending industry conferences, participating in professional development courses, networking with peers, and regularly reading relevant publications and research reports.
9. What interests you most about working for Christian Health Association of Kenya? Answer: I am passionate about CHAK’s mission of improving healthcare delivery in Kenya and its commitment to excellence. I am excited about the opportunity to contribute my skills and expertise to support CHAK’s impactful programs and initiatives.
10. How do you handle confidential information in a professional setting? Answer: I handle confidential information with the utmost discretion and integrity, following established protocols for data protection and privacy. I understand the importance of safeguarding sensitive information to maintain trust and confidentiality within the organization.

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Thank you for considering a career with Christian Health Association of Kenya. We are committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner. We are an equal opportunity employer and do not charge any application/recruitment fee, whether refundable or not.