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Intern: Zimbabwe Association of Church-Related Hospitals (ZACH)
Deadline: 15 October 2021
Detailed job description
The intern will perform the following duties and tasks in supporting the day-to-day administrative operation of the Logistics, Transport, Procurement and Supply Chain team.
Obtaining requests for commodities from programme teams and facilities, Prepare and complete orders for delivery or pickup by programme trams and facilities according to schedule (prepare issue vouchers, load, pack, wrap, label, ship, deliver), Monitoring stock levels, conducting weekly and monthly physical stock counts and assist in generating reports, Ensure inventory is orderly stored according to set guidelines at all times (stock-cards, shelving, temperature), Ensure the warehouse and stores are secure, physically clean and have a safe working environment and optimize space utilization., Tracking products through teams and facilities to make sure they arrive at their destination, Receive and process warehouse stock products (pick, unload, label, store), Assist to perform inventory controls and keep quality standards high for audits, Collect and send invoices to appropriate department, Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users, Tagging all furniture/equipment upon receipt from the supplier. Update of non-expendable property inventory record and track movement of furniture pieces, Support the annual physical inventory verification exercise by checking the accuracy of records and location of property, Preparation of inventory reports as required, Maintenance of the filing system ensuring safekeeping of confidential materials
Vehicle fleet management
Assist in developing and updating route maps, Assist in ensuring that logbooks are accurately completed and reviewed, Assist in compiling and maintaining vehicle fleet inventory and compile and update weekly vehicle destination log, Booking vehicles for service and tracking service schedules and delivery, Assist in vehicle inspection, Initial checking of driver logs, fuel use tracking and reconciliation, and driver trip reports for accuracy, Assist in producing monthly vehicle fleet reports, Download vehicle tracking report, analyze and give reports.
Tracking procurement documents for approvals, obtaining signatures on Purchase Orders and contracts and other relevant documents. Maintains an effective filing system: Central Files, paper files, electronic files as required., Assists in preparing requests for quotations, Comparative Bid Analyses and evaluations of offers through e.g. preparation of tabulation sheets, and assists in analysis of offers, Suggests recommendations for supplier selection, maintains systematic records/ audit trail, Assists in maintaining all procurement related registers and files up-to-date.
Liaises and co-ordinates with the relevant departments/functions regarding delivery of supplies and keeps all parties informed of any changes in a timely manner, Attends meetings, takes minutes, and prepares action sheets to track items delegated, Assist to review prices and product specifications from various suppliers to determine which would provide the best deal, Update and maintain the suppliers data base, Supports sourcing of relevant suppliers of goods and services, Works closely with suppliers to ensure quality assurance and timeliness of deliverables, Supports the continuous availability of data related to procurement including forecasting, requisitions received, orders placed, incoming goods, actual delivery schedules, Assists in preparing periodic tracker reports, and ad-hoc reports as needed
Qualifications education and experience
Currently studying for an undergraduate degree in Logistics, supply chain, procurement or transportation or a combination of any of the two fields
Abilities and skills
Strong organizational skills, with proven strengths in administration. Strong interpersonal skills, written and verbal communications skills in English are essential. Proficiency in MS office suite with advanced level of MS Excel. Ability to work in a fast-paced environment with minimal supervision. Self-starter and able to work in an environment with ambiguity and tight timelines. Proven analytical and problem-solving skills. Solution-oriented. Demonstrated competency in management of resources. Ability to work under tight deadlines and handle multiple tasks. Ability to work in warehouse including manual labor such as packing material, lifting boxes etc. on need basis. Ability to work in a cross-cultural and cross-functional environment. Comfortable to attend to duties at short notice and work after office hours or during weekends during emergency operations as may be requested
Interested candidates should send certified copies of academic and professional certificates, CV and a motivational letter to: [email protected]