Procurement and Admin Volunteer
Job Description
About Friendship Bench:
The Friendship Bench is evidence–based, mental health intervention developed in Zimbabwe to bridge the mental health treatment gap. We value mental well-being and strive to improving people’s quality of life through problem solving talk therapy. You can visit the website for more information. Friendship Bench is looking for suitably qualified and motivated individuals to fill the following post.
Reporting to: Admin and Procurement Officer
Overview:
Friendship Bench is seeking a dedicated and organized Procurement and Admin Volunteer
to support our team with a variety of tasks related to procurement and administration. This is a great opportunity to gain valuable experience in procurement and Administration process and contribute to the smooth running of our organization.
Duties and Responsibilities
Key Responsibilities
Logistics
▪ Support in collecting, reviewing, and filing project/hired vehicle log sheets
monthly Friendship Bench Oversee Friendship Bench Drivers logbook and ensure
pool cars are serviced regularly.
▪ Support in maintaining fuel consumption tracker and vehicle maintenance
tracker for Friendship Bench vehicles.
▪ Support in maintaining Friendship Bench driver's leave register, over time work
and assist with timesheet preparations.
▪ Assist with all travel and logistics for Implementation team’s and other FB team
site visits, including transportation, lodging, meals, supplies etc.
▪ Provide logistical and other support for internal and external events, visits,
contacts, and services.
Procurement
▪ Support the procurement processes which includes preparation of Request for
Procurement (RFPs) documents, receipt of quotations, preparation of low value
acquisition purchase orders.
▪ Review and update Friendship Bench’s Suppliers List (Vendors) annually.
Request support documents and complete Suppliers form accordingly.
▪ Request and review proforma invoices from Suppliers before approvals and
processing.
▪ Follow up with suppliers to get outstanding tax invoices and receipts.
▪ Assist with procurement of goods and services.
▪ Maintain the procurement and logistics records such as requisitions, purchase
orders, GRVs, invoices in compliance with the Procurement Policy Manual,
records management SOP to ensure confidentiality, accuracy, and
completeness. Prepare GRVs and submit the packages to finance as per the
Procurement SOP
▪ Prepare GRVs and submit the packages to finance as per the Procurement SOP
Office Stock & Asset Management
▪ Supports management of administrative supplies, office equipment, and
updating inventory of items.
▪ Collection of information on assets management, maintenance of records and
files on assets management.
▪ Maintenance of files and records relevant to office maintenance.
▪ Receive and record in the stocks register all office supplies within 24 hours of
receipt.
▪ Replenish stocks of essential items as per re-order level to ensure that
Friendship Bench office supplies are well managed by ensuring that essential
stocks are replenished before they run out.
▪ Produce monthly stocks reports timeously.
▪ Provide support in receiving Friendship Bench project materials and supplies
ensuring proper record keeping.
▪ Update the asset register upon receipt of assets and submit to the HR Manager
for review.
▪ Perform monthly and spot stock takes for supplies that are kept in the storeroom
under the custody of the Caretaker.
▪ Compile the loss or damage to property report for approval by the HR Manager.
Qualifications and Experience
Qualifications:
At least a Degree in Administration; Human Resource Management; Procurement and
Logistics or any other relevant discipline. At least one- year experience in a similar position.
Skills Required:
• Strong organizational and time management skills
• Excellent attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Proficient with Microsoft Office Suite (Word, Excel, Outlook)
• A positive attitude and willingness to learn.
Benefits
• Gain valuable experience in HR and administration.
• Develop your organizational and communication skills.
• Contribute to the success of a meaningful organization.
• Flexible volunteer schedule.
How to Apply
To Apply:
Submit your CV and Application Letter via email to: [email protected] clearly
indication the position you are applying for in the subject of the email. Deadline for
submission of applications is 1200 hours on 7th June 2024. Only shortlisted candidates will be responded to.
Friendship Bench is committed to recruiting candidates who are committed to its
Safeguarding policies and values, thereby helping to create safer working cultures.
NB: Although we value all applications, we unfortunately can only respond to shortlisted
candidate.
Location: Harare
Company: Friendship Bench
Expiry Date: 2024-06-07 00:00:00