Procurement Intern

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization established in 1951, with a mission to promote humane and orderly migration for the benefit of all. IOM works in over 100 countries and has more than 10,000 employees globally. The organization focuses on providing services and advice concerning migration to governments and migrants alike, ensuring that migration is safe, orderly, and dignified. IOM is committed to the principles of inclusion, respect for diversity, and integrity, and aims to support migrants in their journey while addressing the challenges and opportunities that migration presents.

Job Overview:
The Procurement Intern will play a crucial role in assisting with the day-to-day administrative, procurement, and coordination activities within the organization. This internship is designed to provide practical exposure to procurement and administrative processes in an international context. The intern will work under the overall direction of the GSSC RMO and the direct supervision of the RM Procurement Officer. The position is expected to enhance the intern's understanding of operational activities within the RM Procurement Unit, while also contributing to the efficiency and effectiveness of the unit's functions. The intern will be involved in various tasks that include updating procurement trackers, organizing documentation, coordinating interviews, processing invoices, and maintaining administrative records. This role is ideal for recent graduates or students nearing the completion of their degree, as it offers a unique opportunity to gain hands-on experience in a professional setting.

Duties and Responsibilities:
The intern will be responsible for a variety of tasks that are essential to the smooth operation of the RM Procurement Unit. These tasks include:

• Administrative and Coordination: Updating procurement, RFQ, and Staff Augmentation trackers; assisting in organizing documentation related to RFQs, Purchase Requests, Purchase Orders, contracts, and Service Providers; monitoring the status of assigned requests and flagging pending actions; and assisting with routine coordination with Service Providers and internal stakeholders.
• Interview and Recruitment Coordination: Coordinating interview schedules with Service Providers, hiring managers, and relevant stakeholders; recording interview outcomes and following up on pending actions as instructed.
• Invoice and IST Processing: Assisting in the preparation, checking, and routing of invoices and related supporting documents; monitoring invoice processing and following up on pending actions; assisting with IST (Inter-Office Transfer) processing and related documentation; and maintaining trackers for invoices and IST requests to ensure records are kept up to date. Expected outputs include updated procurement, invoice, IST, and administrative trackers, organized electronic records, timely coordination of interviews and meetings, accurate routing of invoices, and completion of other assigned administrative tasks within agreed timelines.

Required Qualifications:
Candidates should possess good organizational and coordination skills, along with strong written and verbal communication abilities. Attention to detail is critical, as is the ability to manage multiple tasks and meet deadlines. Proficiency in Microsoft Office applications, particularly Excel, Word, Outlook, and Teams, is required. Familiarity with SharePoint, Microsoft Lists, or other digital tools is considered an advantage. A willingness to learn and adapt to new systems and processes is essential for success in this role.

Educational Background:
The ideal candidate should be a recent graduate or currently completing their final year of university studies in business administration, management, finance/accounting, or procurement/supply chain management from an accredited academic institution. Accreditation should be verified through the UNESCO World Higher Education Database, ensuring that the educational background aligns with the requirements of the internship.

Experience:
While prior internship experience is highly desirable, it is not a strict requirement for this position. The organization values enthusiasm and a willingness to learn, which can often outweigh the necessity for extensive prior experience. Candidates should demonstrate a proactive approach and a readiness to engage with the tasks at hand, regardless of their previous exposure to similar roles.

Languages:
Fluency in English, both written and oral, is mandatory for this internship. The proficiency of any additional languages will be evaluated during the selection process, which may include written and/or oral assessments to gauge the candidate's communication skills effectively.

Additional Notes:
Interns may receive a small monthly stipend to help offset costs, depending on their experience and location. However, those benefiting from an internship allowance or scholarship that includes financial remuneration or credits for coursework will not be eligible for this stipend. IOM provides coverage against occupational accidents and illnesses under the Compensation Plan (CP) at no cost to the intern for the duration of the internship. However, interns are responsible for their own medical insurance for non-occupational accidents or illnesses and must provide written proof of such coverage before starting work. Any offer made to candidates is subject to funding confirmation, and appointment will require certification of medical fitness, accreditation, and compliance with residency or visa requirements. IOM maintains a zero-tolerance policy regarding conduct that contradicts the organization's aims and objectives, including discrimination and harassment. The organization does not charge any fees during the recruitment process and only accepts applications submitted through the IOM e-Recruitment system.