General Operations Support:
- Assist in organizing and maintaining operation files and documentation (procurement, HR, finance, admin).
- Support with photocopying, scanning, and archiving official documents as needed.
- Help track and update inventory and asset lists under supervision.
- Support with logistics arrangements for workshops, meetings, and staff travel.
- Participate in coordination meetings and assist in preparing meeting notes.
Human Resources (HR) Support:
- Assist in collecting and organizing staff attendance, leave records, and timesheets.
- Support with filling and maintaining staff personnel files in compliance with HHMO policy.
- Help prepare draft letters, announcements, or checklists under HR officer supervision.
- Support in planning orientation sessions for new staff or volunteers.
- Learn about HR procedures, recruitment steps, and staff welfare systems.
Finance Support:
- Assist the Finance team in data entry of vouchers or expense summaries.
- Help in organizing financial supporting documents (receipts, invoices, payment requests).
- Support with verifying the completeness of documents before submission for review.
- Learn about financial filing, petty cash handling, and expense reporting.
- Maintain confidentiality of financial information at all times.
Procurement and Logistics Support:
- Support the Procurement team in collecting quotations and organizing procurement files.
- Help prepare vendor registration forms, bid opening minutes, and basic comparison sheets.
- Assist in updating procurement trackers and checking documentation completeness.
- Learn the procurement cycle (requisition, quotation, evaluation, and purchase order steps).
- Support logistics staff in arranging transport or deliveries when needed.
Administrative Support:
- Assist in managing office supplies, stationery, and stock records.
- Support in preparing meeting rooms, refreshments, and logistics arrangements for trainings or events.
- Help maintain an updated list of office equipment and contact lists.
- Assist in filing and labeling administrative documents.
- Learn about office coordination, record keeping, and facility management.
Learning and Professional Development:
- Participate in on-the-job learning and receive guidance from HR, Finance, and Procurement teams.
- Gain practical knowledge of NGO operations, compliance, and internal controls.
- Learn about donor requirements and administrative systems.
- Build interpersonal and teamwork skills in a professional humanitarian environment.
- Participate in mentorship sessions and receive feedback to strengthen learning outcomes.
Expected Learning Outcomes:
By the end of the internship, the intern will:
- A practical understanding of HR, Finance, Procurement, and Admin functions in an NGO.
- Knowledge of documentation standards, filing systems, and compliance requirements.
- Improved computer and communication skills in a professional setting.
- Experience working in a multicultural, humanitarian office environment.
- A professional Certificate of Completion and reference from HHMO.
Qualifications and Skills
Education:
- Bachelor’s degree (or final-year student) in Business Administration, Finance, Management, Economics, or related field.
- Fresh graduates are strongly encouraged to apply.
Experience:
- No professional experience required; volunteering, university assignments, or part-time roles are an advantage.
Skills and Competencies:
- Basic understanding of Microsoft Word, Excel, and file organization.
- Good communication skills in English, Dari, and Pashto.
- Responsible, detail-oriented, and eager to learn.
- Strong sense of confidentiality, integrity, and teamwork.
- Willingness to take initiative under supervision.
Duration and Benefits:
- Duration: 3 months (possible short extension).
- Monthly stipend as per HHMO’s internship policy.
- Certificate of Completion upon successful completion of internship.
Reporting and Supervision:
The intern will report directly to the Operations Director and will receive guidance from HR, Finance, and Procurement focal points.
Performance feedback sessions will be conducted monthly to track progress and provide mentorship.
Safeguarding and Code of Conduct
The Operations Intern must adhere to HHMO’s Safeguarding, Child Protection, and PSEA policies at all times, maintaining the highest ethical standards in all engagements with communities and stakeholders.
