Internal Advert for Procurement Assistant – Intern Position

TERMS OF REFERENCE (TOR) for Procurement Assistant Intern Position

Location: Aden

Duration: 6 months (Starting from August 2025)
Benefits: USD 150/month (no additional benefits)

Overview:

CARE is committed to supporting efficient and transparent procurement practices that comply with internal policies and donor requirements. As part of this effort, the Procurement Unit is offering a learning opportunity to a recent graduate interested in gaining hands-on experience in procurement and supply chain functions.

The Procurement Assistant Intern will work under the supervision of the Supply Chain Department, supporting procurement activities, documentation, vendor coordination, and compliance with CARE’s policies and procedures. The intern will receive guidance, exposure to procurement systems, and opportunities to develop technical and organizational skills.

Purpose of the Internship:

This internship is designed to provide a recent graduate with practical experience in procurement processes and documentation. The intern will support daily procurement operations, ensuring timely and compliant processing of requests and contributing to efficient vendor management and audit readiness.

5. Key Learning Areas and Support Tasks:

1. Procurement Documentation and Process Support:

• Assist in preparing procurement documents such as Request for Quotations (RFQs), bid summaries, and purchase orders.
• Support the drafting of various types of contracts (consultancy, construction, services).
• Learn and help collect quotes and bids from vendors in line with CARE procurement policies.

2. Vendor and Contract Management:

• Support the enrichment and organization of the vendor database across multiple categories.
• Maintain accurate records of vendor information, contracts, quotations, and purchase requisitions.
• Assist in tracking contract execution and compliance.

3. Payment and Financial Coordination:

• Help in organizing documentation required for timely payments to vendors and consultants.
• Follow up with program teams on pending or missing documentation.
• Ensure that payment-related files are complete, accurate, and accessible for audit purposes.

4. Filing and Archiving:

• Maintain a well-organized filing system for procurement-related documents.
• Support digitization and secure storage of key procurement records for easy retrieval.

5. Administrative and Coordination Support:

• Assist in coordination between the procurement team and other departments.
• Help in logistical arrangements related to vendor communication and document printing.

5. Learning Outcomes:

By the end of the internship, the Procurement Intern is expected to:

• Understand the basic procurement cycle in humanitarian operations.
• Gain knowledge of procurement tools and contract documentation.
• Improve skills in vendor coordination and payment tracking.
• Develop organizational and document management abilities.

5. Internship Qualifications:

• Recent graduate (within the last two years) with a degree in Business Administration or a related field.
• Interest in procurement, supply chain, or administrative work in the humanitarian sector.
• Basic knowledge of procurement principles and documentation.
• Proficiency in Microsoft Office applications (especially Word and Excel).
• Good communication skills in Arabic (English is a plus).
• Strong attention to detail and willingness to learn.
• Commitment to CARE’s core values and safeguarding policies.

5. Important Notes:

• This is a learning position and does not guarantee future employment with CARE.
• Only shortlisted candidates will be contacted.
• CARE does not charge any fees at any stage of the recruitment process.
• Compliance with CARE policies is mandatory, including those related to child protection, workplace conduct, and accountability.