Administration And Procurement Intern

Job Summary

The Administration and Procurement Intern delivers essential day-to-day administrative, logistical, and vendor-coordination support to the AWF Rwanda Country Office. Core daily responsibilities include managing travel, scheduling, and workshop logistics; compiling and tracking procurement documentation (RFQs, RFPs, and ToRs); operating the ProcureTrack vendor portal; maintaining impeccable, audit-ready physical and digital record systems; and supporting rigorous due diligence workflows for service providers and sub-grantees.

Foundational Capabilities & Prerequisites

• Academic Foundation: Bachelor’s degree in Business Administration, Public Administration, Supply Chain Management, Logistics, or a closely related field.
• Domain Literacy: Basic foundational knowledge of procurement cycles and administrative processes within an organizational framework.
• Software Utility: High proficiency in the Microsoft Office Suite (Word, Excel, Outlook) with a demonstrated ability to draft clean, professional correspondence and tracking sheets.
• Behavioral Matrix: Exceptionally organized, methodical, and detail-oriented with strict, long-term record-keeping habits.
• Discretion Framework: Proven ability to handle sensitive corporate data and confidential organizational information with absolute discretion.
• Linguistic Command: Complete professional fluency in written and spoken English.

Preferred Professional Multipliers

• Compliance Familiarity: Working knowledge of international donor procurement requirements, with a particular emphasis on EU procurement frameworks.
• Institutional Exposure: Prior internship or volunteer experience within an NGO, international development organization, or government agency.
• Digital Systems: Experience utilizing dedicated procurement trackers, vendor portal databases, or project management applications.
• Local Regulatory Context: Basic familiarity with Rwanda’s public procurement regulations, specifically the RPPA (Rwanda Public Procurement Authority) framework.
• Local Language Skills: Conversational or professional proficiency in Kinyarwanda is highly valued.

Technical Workflow Architecture

As an Intern within AWF's operational pipeline, your weekly routine bridges corporate coordination with strict compliance tracking:

• Document Lifecycle Management: Moving procurement requests through the pipeline by drafting Requests for Quotations (RFQs) and ensuring Terms of Reference (ToRs) are standard, clear, and ready for market deployment.
• Portal Operations: Administering the digital AWF ProcureTrack platform, guiding new vendors through registration, and auditing incoming bid documentation for structural completeness.
• Compliance & Audit Shielding: Reviewing physical and cloud-based file repositories systematically to guarantee every purchase order is paired with matching invoices, delivery notes, and bidding matrix sheets for imminent donor reviews.
• Landscape Logistical Mapping: Coordinating complex field deployments to the Volcanoes Landscape, optimizing transit manifests, lodging bookings, and workshop materials for incoming conservation experts.

Key Responsibilities

1. Office Administration & Field Logistics

• Provide highly organized, day-to-day administrative support to the AWF Rwanda Country Office, managing document flows, physical filing systems, calendars, and formal correspondence.
• Support the end-to-end coordination of travel, field accommodation, and transportation logistics for international staff, specialist consultants, and visiting conservation delegations.
• Assist in organizing program events, high-level workshops, and internal team meetings, taking responsibility for agenda preparation, accurate minute-taking, and compiling follow-up action logs.

2. Sourcing, Portal Tracking & Procurement Support

• Assist in drafting critical procurement documentation, including Requests for Quotations (RFQs), Requests for Proposals (RFPs), Terms of Reference (ToRs), and objective vendor evaluation templates.
• Maintain and continuously update a comprehensive procurement tracking register to monitor the real-time status of all ongoing, pending, and completed supply processes.
• Coordinate routinely with local and international vendors, gathering quotations, managing formal bid submissions, and following up on contract signatures.
• Administer the AWF ProcureTrack vendor portal, overseeing vendor registrations, archiving bid documentation, and checking basic compliance records.

3. Reporting, Compliance Safeguards & Due Diligence

• Ensure that all digital and hard-copy procurement files are complete, thoroughly indexed, and entirely audit-ready in line with strict AWF internal rules and donor specifications.
• Support mandatory due diligence and risk screening processes for incoming vendors, sub-grantees, and third-party service providers.
• Participate actively in operational team meetings and handle cross-departmental coordination tasks to smooth out field program execution.
• Execute additional administrative or procurement assignments as directed by the Finance and Administration Officer to support country office initiatives.

Expected Outputs & Deliverables

• A continuously updated, flawless procurement tracking register with zero data gaps.
• Complete, structured vendor profile folders within the AWF ProcureTrack portal.
• Fully compiled, audit-ready physical and digital documentation packages for all finalized procurement processes.
• Accurate, timely meeting minutes and organized logistical itineraries for field travel to the Volcanoes Landscape.

Skills Required:

• Logistics / Supply / Chain
• Sales / Marketing / Business / Management