Administration and Procurement Intern

Position Title:                         Administration and Procurement Intern

Division:                                   Conservation Programs

Supervisor:                              Finance and Administration Officer

Matrix Management:           N/A

Supervises:                              N/A

Duration                                   12 Months

Location:                                  Kigali, Rwanda with frequent travel to Volcanoes Landscape

 Job Summary

This position will provide administrative and logistical support to the country office while assisting with procurement processes in compliance with AWF policies and donor requirements, including EU procurement standards. It is an entry-level role with a deliberate upgrade trajectory, designed to build institutional capacity in a structured and fiscally responsible manner.

Key Responsibilities

Office Administration

• Provide day-to-day administrative support to the AWF Rwanda Country Office, including document management, filing, scheduling, and correspondence.
• Support the coordination of travel, accommodation, and logistics for staff, consultants, and visitors.
• Assist in organizing meetings, workshops, and program events, including preparation of agendas, minutes, and follow-up actions.

Procurement Support

• Assist in preparing procurement documents, including Requests for Quotations (RFQs), Requests for Proposals (RFPs), Terms of Reference (ToRs), and evaluation templates.
• Maintain a procurement tracking register to monitor the status of all ongoing and completed procurement processes.
• Coordinate with vendors and service providers for quotations, bid submissions, and contract follow-up.
• Support the administration of the AWF ProcureTrack vendor portal, including vendor registration, bid documentation, and compliance records.
• Ensure all procurement files are complete, organized, and audit-ready in line with AWF and donor requirements.
• Support due diligence processes for new vendors, sub-grantees, and service providers.

Reporting & Coordination

•  Participate in team meetings and support cross-departmental coordination as required.
• Perform any other related administrative or procurement tasks as assigned by the supervisor.

Key Qualifications

• Bachelor’s degree in business administration, Public Administration, Supply Chain Management, or a related field.
• Basic knowledge of procurement and administrative processes in an organizational context.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); ability to draft professional correspondence and reports.
• Organized, methodical, and detail-oriented with strong record-keeping habits.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Fluency in English (written and spoken); Kinyarwanda an asset.

Preferred

• Familiarity with donor procurement requirements, particularly EU procurement frameworks.
• Prior experience or internship in an NGO, government agency, or international organization.
• Experience using procurement or project management software.
• Knowledge of Rwanda’s public procurement regulations (RPPA framework).

 Deadline:July 21, 2026