Internship Opportunities at Danish Refugee Council

Duties and Responsiblites

Assets & General Equipment (Inventory) Management

• Read & Understand the DRC OH – Assets
• Complete the assets module in dynamics
• Update all DRC assets and general equipment registers in the FA Module by tracking, and tagging in line with DRC asset management policies working closely with the Regional IT Officer.
• Be part of the analysis of vehicle and asset status and make recommendation for timely repairs and replacement
• Implement reports from spot checks of warehouse and asset management to ensure implementation and documentation is up to date and produce review reports on areas where improvement is needed.
• Carry out physical assets’ verification from office to office, cross reference and update in the asset register in dynamics
• Carry out a physical inventory verification from room to room and update in an inventory list, clearly specifying location, custodian and the room location.
• Carry out a complete physical verification in the RO office and expat staff houses for all DRC assets
• Ensure all assets are tagged and tag number used as the main reference on the assets register
• Identify and prepare a record for all assets and inventory separately that are due for disposal and produce a consolidated disposal list using DRC assets disposal template.
• Liaise and work closely with the IT officer to ensure all IT assets are tagged and included in the assets list and/ or disposal list
• Work closely with the Admin Team leader to ensure all GEs are properly tracked
• 
  Supply Chain Manager on the disposal process as necessary once items for disposal have been identified.Liaise with the Regional

Fleet Management

• Managing fleet and ensure that it complies with DRC OH
• Ensure fuel invoices are reconciled in accordance to the set time frames
• Responsible for assigning vehicles to the programs department to facilitate their day to day work and ensure the vehicle movement board is updated on a daily basis
• Ensure that vehicles have adequate fuel for the assigned movements and ensure that a good fuel monitoring tool is in place for usage
• Monitor and ensure that all vehicles, including hired ones are serviced on time
• Ensure Fleet performance reports (fuel consumption, maintenance, running costs etc.) is posted on the SharePoint for review every 5th day of the month
• Prepare an insurance tracker and ensure timely renewal of insurance for RO vehicles
• Assist the drivers correctly use log sheets to record details of all their movements.
• Ensure drivers check vehicles every morning using the Vehicle checklist and compile weekly status report for review by RSCM
• Ensure that all motorized assets (vehicles &, generators) are correctly operated and maintained accordance with donor requirements
• Open and maintain a file for each vehicle separately with all relevant vehicle documentation as per vehicle file checklist
• Ensure all vehicle operation policies and systems are up to date and enforced within RO operations.

Procurement

• Assist with LVOs from time to time as requested by program staff
• Raise payment requests for items already received for payment processing
• Issuing tender documents to vendors on request after tender is announced
• Assist in updating suppliers list and price lists and regularly checking on price validity for updates
• Data entry on QEFs, scoring forms and sheets and other procurement forms as required.
• Liaising with vendors for any discrepancies and/or wrong specifications on GRNs
• Follow up on all approved orders, to ensure that they are supplied in time and requestors informed.
• Liaising with vendors for invoices immediately after service is rendered for goods purchased
• Enforce a zero-tolerance policy regarding corruption and contribute to ensuring complaints are recorded and reported appropriately, in line with the DRC Code of Conduct and Accountability Framework.

Supplier prequalification

• Assist in the preparation of prequalified suppliers’ documentation, responding to supplier queries and printing the document on request of suppliers.
• Assist in data entry for evaluation reports of suppliers and drafting of framework agreements
• Sourcing up to date price lists/completed RFQs from suppliers
• Ensure all paperwork filing is accurate, up to date, and in correct order so as to easily facilitate checks and audits.

Supply chain and Admin Support

• Liaising closely with the Regional Supply Chain Manager, ensure processes and documents follow donor requirements regarding fleet, procurement, inventory, and asset management.
• Read the OH related to all SC functions and complete all relevant Dynamics modules
• Filing of procurement and logistics documents
• Archiving of documentsOverall purpose of the role:

About you

In this position, you are expected to demonstrate DRC’s five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You act in line with our vision and values.

Qualifications and Experience

• At least 2 years of related experience; (1) of which in managing assets and fleet
• Hold a Bachelor’s degree in Supply Chain/Logistics/Business Administration or related.
• CILT/ CIPS certification is an added advantage
• Experience of similar services in reputable public organization/NGO
• Excellent computer skills and ERP knowledge a plus
• Fluent in communication and writing in English.
• Computer skills for reporting, and communication

Conditions

• Contract: 6 Months contract - Salary Kes.25,000 ;Other conditions offered in accordance with DRC’s Kenyan Terms of Internship Engagement.
• Availability: 1st April 2022
• Duty station: This position is based in Nairobi Regional Office
• Reporting Line: Supply Chain Manager

Closing 4 April 2022

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Overall purpose of the role: 

The Grants and Compliance intern is responsible for supporting the Djibouti operation on grants related work. Currently, the Djibouti operation is implementing a Danida grant, but potentially will start UNICEF, ECHO, IGAD, IOM and World Bank funded projects over the next months.  The Djibouti team is very lean and will rely on the grants intern based in Nairobi for support for the next 6 months.

Key responsibilities

Grants Management and Administration:

• Create new grants on DRC Dynamics system for all Djibouti projects;
• Maintain and regularly update the grants module in DRC’s Dynamics system with proposals, budgets, contracts/agreements, reports, checklists, installments, donor communication and other relevant project documents;
• Ensure proper application of ERP grants and projects processes in the country;
• Apply reports and data analytics from ERP system to improve performance in the country;
• Represent DRC Djibouti in Dynamics meetings and workshops with HQ;
• Create tools for Djibouti mission for internal use: grants tracker, reporting tracker, donor rules and regulations., etc.;
• Establish and maintain internal filing system for grants via SharePoint in line with DRC DYN;
• Ensure kick off, review and closure meetings are held according to DRC grants management global guidelines and action points are followed up on;
• Ensure compliance with grants management global minimum requirements at country level ie. Compliance tools (CTs), Go/No Go Analysis., etc.;
• Assist the compliance team with pre-audit planning and coordination of donor audits; and
• Ensure compliance with donor rules and regulations across programme and support functions.

Proposal Development:

• Conduct donor mapping for Djibouti operations;
• Assist in the coordination for the development of new proposals, develop proposal development plan, and budget preparations;
• Prepare proposal development plan and ensure support to Djibouti team with templates, timelines, etc.;
• Develop a proposals and amendment tracker; and
• Coordinate any feedback received from donors on proposals, concept notes, amendments to ensure timely feedback.

Donor Reporting:

• Develop/update the monthly reporting rolling action plan and disseminate to the relevant staff to ensure adherence to deadlines;
• Review donor reports specific donors to ensure that they are of high quality, in line with the work plans and meet donor requirements;
• Coordinate and facilitate the process of donor report submissions with program and operation teams. This includes, reviewing the content and the narration to ensure consistency analysis and high-quality submissions;
• Collate and re-submit donor reports upon feedback from the donors by engaging the relevant team members to consolidate the reviews;
• Follow up with field teams to get all the information required to ensure submitted reports are of high quality; and
• Upload reports on donor portals and follow up with relevant staff to respond to donor comments on the submitted reports.

Donor Income Management and Invoice Monitoring:

• Track donor income to DRC and work with the relevant offices in HQ to update records;
• Prepare fund requests for all the Djibouti programme donors in coordination with finance team;
• Follow up with HQ to ensure funds wired by the donors are received in our central accounting system;
• Prepare donor refunds documentation and liaise with finance to wire the funds on a timely manner;
• Update billing rules on dynamics with incomes received from donor;
• Follow up with country donors to ensure that all DRC Djibouti invoices submitted are captured in their system and payments for the same are done;
• Streamline donor invoicing procedures by ensuring that the field finance staff understand and adhere to the donor requirements; and
• Maintain regular communication with specific donors’ country offices to ensure all the concerns raised by field teams are addressed.

About you

In this position, you are expected to demonstrate DRC’s five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process. 
• Collaborating: You involve relevant parties and encourage feedback. 
• Taking the lead: You take ownership and initiative while aiming for innovation. 
• Communicating: You listen and speak effectively and honestly. 
• Demonstrating integrity: You act in line with our vision and values. 

Qualifications and Experience

• Undergraduate degree in project management/ business administration, finance, accounting or CPA 2 preferred
• Able to work well both within a team and independently 
• Flexible and able to adapt quickly to new environment.
• Excellent organizational skills and ability to determine priorities and meet multiple deadlines
• Proven commitment to accountable practices.
• Computer skills in MS Office packages and hands-on experience with data entry into online databases.
• At least 1-year experience in NGO sector
• Fluent in written and spoken English; working knowledge of French is an added advantage

Conditions

• Contract:    6 months contract. Salary and other conditions are offered in accordance with DRC’s Terms of Engagement for Kenyan Interns.
• Availability:       15th April 2022
• Duty station:        This position is based in Nairobi – Kenya 

Closing 8 April 2022