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Purpose of Job

The internship is designed to provide practical exposure to procurement operations in a humanitarian context while supporting the Procurement Unit in vendor management, procurement processing, digital systems, data analysis, reporting and process improvement.

• Support accurate, timely and compliant procurement and vendor-management processes.
• Improve visibility over vendor onboarding requests, status, turnaround time, bottlenecks and pending actions.
• Contribute to procurement data management, analysis, dashboards and recurring reports.
• Develop the intern’s professional capabilities in procurement, SRM, digital tools, stakeholder engagement and management reporting.

Key Responsibilities

Vendor onboarding and supplier data management

• Support internal stakeholders and suppliers during vendor onboarding and registration through applicable corporate platforms and workflows.
• Check vendor submissions for completeness and consistency, including legal and contact information, registration and tax details, supplier categories, qualification information and supporting documentation.
• Maintain an accurate vendor-onboarding tracker showing request references, dates, stages, pending actions, responsible focal points, ageing and final status.
• Follow up on incomplete, returned or rejected cases and escalate unresolved issues to the responsible procurement or SRM focal point.
• Support orderly filing of vendor records and protect confidential or commercially sensitive information.

Procurement operational support

• Gather and organize market, supplier and procurement information for routine procurement actions, planning and reporting.
• Assist with preparation and quality review of standard procurement documents, correspondence, evaluation support files, tracking sheets and presentations, under supervision.
• Monitor assigned procurement actions and update status trackers, drawing attention to overdue inputs, data gaps and emerging delivery risks.
• Respond to routine queries within delegated authority and refer policy, contractual or complex issues to responsible staff.
• Maintain accurate electronic records so that procurement files are complete, accessible and audit ready.

Data analysis, reporting and dashboards

• Extract, clean, reconcile and organize procurement and vendor data from authorized corporate and unit-level sources.
• Prepare basic analyses on vendor onboarding, procurement pipelines, lead times, ageing, supplier performance and other agreed indicators.
• Support monthly and quarterly procurement/SRM reports, including concise findings, identified bottlenecks and practical follow-up actions.
• Assist in developing and maintaining user-friendly Excel or SharePoint-based trackers and simple dashboards.
• Identify missing, inconsistent or duplicate data and coordinate correction with the responsible staff.

Digital procurement and process improvement

• Support users and suppliers with routine navigation of authorized digital procurement processes, using approved guidance.
• Collect and document user feedback on system usability, recurring process challenges and capacity-building needs.
• Help map selected procurement or vendor-management workflows, including process stages, handovers, decision points and typical delays.
• Contribute to guidance notes, checklists, standard templates and other practical tools that improve consistency and service delivery.
• Participate in testing or enhancement activities for procurement tools when requested and appropriately authorized.