Admin & Procurement Intern

1. Purpose 

CARE is a leading relief and development non-governmental organization fighting global poverty. Established in 1946, it is now a confederation composed of 14 members and 4 affiliates. In 2016, CARE worked in 84 countries around the world, supporting development and humanitarian aid projects to reach more than 83 million people. While CARE is a large international organization with more than 11,000 employees worldwide, we have a strong local presence: 95% of our staff are nationals of the countries where our programs are run.

CARE Lebanon is opening an internship under the Support Department to assist the Admin and Logistics departments in their functions. The intern should be able to contribute to team effort by accomplishing related results as needed.

2. Reporting Lines 

The intern will report to the Human Resources and Administration Assistant with dotted line management to Procurement Officer (2 days a week)

3. Specific Duties and Responsibilities 

1.Receptionist Functions

• Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries.
• Maintains telecommunication system by following manufacturer's instructions for house phone and console operation.
• Maintains safe and clean reception area by complying with procedures, rules, and regulations.
• Maintain a good understanding of CARE staff roles and responsibilities in order to direct visitors to the correct focal point

2.Admin Functions

• Issue procurement requests for office maintenance and replenishment of office supplies and stationery
• Maintain a proper archiving of records for administration documents 
• Maintain timely accommodation of staff
• Prepare payment requests for accommodation, travel expense and airline ticket invoices
• Assist in preparing monthly Timesheet and Leave trackers
• Assist with translation of documents from Arabic to English and vice versa
• Assist in admin work such as petty cash request forms, and other tasks required by line manager
• Assist in the HR filing, labelling system
• Assist in filing Learning and Development Tracker , Recruitment Trackers, Files Tracker
• Assist in scheduling interviews, collating requested papers from the selected candidates
• Assist in the intern’s recruitment cycle including recruitment onboarding and orientation
• Assist in intern’s payment request
• Typing Admin related letters 

3.Procurement Functions

• Review Purchase Requests and check specifications
• Assign a procurement reference number to PRs
• Assist the Procurement Officer in updating the procurement tracker
• Assist Procurement Officer with tender/PO/SBA preparation
• Follow up with suppliers on delivery dates and insure having all necessary documents available
• Scan, verify and upload procurement documents into database
• Ensure proper vetting for all suppliers and service providers
• OTHER RESPONSIBILITIES AS ASSIGNED BY LINE MANAGER

a. Skills & knowledge:

Experience in administration, human resources preferable . 

Knowledge in MS Office including Excel, basic knowledge in administration, office management and receptionist , excellent communications and organizational skills   

b. Experience:

At least   0-1  years of relevant experience, especially at NGOs, academic organizations, standard-setting bodies, public agencies.

c. Academic background: 

Bachelor’s or technical degree in one or several of the following areas: human resources, supply chain, business administration, public administration, logistics or any other related field  or equivalent combination of education and work experience

1. Languages: English and/ or Arabic are the working language of CARE International. Knowledge of other languages is an asset.

5. Other contract elements

CARE offers internship and volunteer opportunities for up to 6 months contract for an allowance at USD $25 for meals and transportation and for a limit of 16 days a month.

6. PSEA and Child Safeguarding Policies

CARE International in Lebanon is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All applicants will be considered for employment without attention to race, color, religion, sexual orientation, gender identity, national origin, veteran or disability status.

CARE International in Lebanon and its employees and stakeholders abide by the CARE International Protection from Sexual Exploitation and Abuse (PSEA) and Child Safeguarding Policies.