Uganda: DOCUMENTATION INTERN

DANISH REFUGEE COUNCIL INVITES APPLICATIONS FOR THE POSITION OF

DOCUMENTATION INTERN (2 POSITIONS) 1 KAMPALA, 1 YUMBE

Position Description

Title : DOCUMENTATION INTERN

Category : Internship

Location : Kampala

Duration : 4 months

Background

DRC is an International non-governmental organisation, which promotes and supports durable solutions to the problems faced by refugees and internally displaced people all over the world.

In Uganda, DRC assists the refugees from neighboring countries mainly DR Congo and South Sudan in the South West, West and West Nile region of the country. DRC’s assistance to refugees have been both emergency assistance to address the short term influxes from the neighboring countries as well as to address the sustainable solutions for the refugees. DRC is also the lead of a Consortium (Save the Children, ZOA, and CEFORD) for the implementation of an EU Trust Fund project in the refugee settlements in West Nile (Rhino camps, Adjumani and Kiryandongo settlements).DRC has recently secured funding from DFID for the refugee program in West Nile.

Purpose

The main purpose of the position is to support the HR and Procurement departments with routine documentation and paperwork.

SPECIFIC TASKS AND RESPONSIBILITIES**

PROCUREMENT

• Enter Suppliers details in to Supplier data Base

• Filling and archiving the Procurement and Logistics documents one copy to Logistics file and original to Finance

• Help in Stock taking and Store arrangement

• Weekly update of procurement tracker and Payment tracker

• The intern will support with goods reception by verifying goods delivered by the suppliers and issue goods received notes and update stock cards

• In liaison with the finance department, the intern will follow up on contracts files as needs arise

• Help in preparing delivery notes and will take part in preparation of cargo to be dispatched to the field locations

• Take part in tender processes and identification of per-qualified suppliers.

HUMAN RESOURCES

• The intern will be responsible for recruitments tracking. This will also include obtaining signatures on the recruitment instruction forms, recording positions into the tracker and file management for all the recruitment documentation.

• Will take part in organising for interviews. This will include administering written tests and also ensuring that the interview venues are well set, avail computers if required among others.

• The intern will work with the HR officer to update the personnel files.

• The intern will be the time sheets responsible. He /She will track time sheets received from the field and will be responsible for filing them and providing an update to the HR officer.

• Will be in charge of preparing parcels with staff items to be dispatched to the field. This could be identity cards, Medical insurance cards, uniforms among others.

• In the absence of the HR officer, the Intern will be back up.

Reporting Arrangements

The documentation intern will report to the HR/ADMIN COORDINATOR

Personal Specifications

Essential:

• A degree in Procurement, Business Administration or related field
• No experience required
• Excellent communication in English both written and oral.
• Knowledge of MS office applications

Competencies

• Proactive, stable and robust character and a good team player.
• Excellent communication skills, calm and a good sense of humor.
• Excellent interpersonal skills

Conditions for the position

· The Position fixed for a period of 4 months

· The position is field based

· We offer no salary for this position but an exgratia allowance of 300,000 UGX

Application and CV

Applications should be in English and include the following:

1. A cover letter (1 page) in which you explain why you are interested in the position and how you meet the qualities and qualifications criteria and salary expectations.
2. Concise and accurate CV (maximum 3 pages). The CV should include information about your qualification, relevant training courses, name and contact details of 3 relevant references.

All applications should be addressed to the Country HR/Admin coordinator and should be emailed to administrator@drcuganda.org. Please include the position title in the subject line and clearly mark Kampala or Yumbe

The deadline for submission of applications is the 10th October 2016.