Operations Support Intern

Responsabilités

VVOB – education for development An international non-profit organization with more than four decades of expertise in enhancing education systems across Africa, Asia, and South America—collaborating closely with ministries of education and their institutions—is seeking an Operations Intern. This role will be based in our Lusaka office. The Operations Intern, As Operations Intern, you will collaborate with the Operations Manager to oversee all operational procedures for VOB’s in-country initiatives. Your role involves actively contributing to VOB’s mission and core values by proactively addressing challenges to uphold the efficient and high-quality management of operational resources within the country office. Key Tasks and Responsibilities Procurement & Documentation Support Assist the Procurement Advisor in monitoring and documenting PRFs as directed. We provide support in the preparation and upload of procurement documentation to SharePoint, including Purchase Request Forms (PRFs), Commercial Quotation Requests (CFQs), award reports, Local Purchase Orders (Los), and invoices. Ensure CFQ folders are accurately filed and labelled in accordance with VOB’s established folder structure. Facilitate vendor follow-up processes, including securing signatures on Local Purchase Orders (Los) and managing related payment confirmations. Additionally, verify service delivery where applicable to ensure compliance with established terms. Administrative and Logistical Support Assist the Operations officers by gathering supplier quotations as part of the team. Assist in coordinating the reservation of accommodations, venues, and transportation for approved events and activities. We assist in verifying that vendors have fulfilled their contractual obligations and gather essential documentation, such as delivery confirmations or completion certificates. Assist the team by managing the scanning, printing, and filing of procurement and financial documents within the VOB SharePoint system. Coordinate travel arrangements, meeting schedules, venue bookings, and associated administrative duties. Reporting & Internal Coordination Record minutes during weekly procurement and operations meetings as required. Provide support in maintaining the accuracy and currency of trackers and forms in accordance with team directives. Organize and maintain structured folders for all procurement activities and project events. Office management Manage office supplies,Messenger services. Assist with additional responsibilities as directed by the Operations Manager or their authorized representative. The Operations Intern will collaborate closely with the Procurement and Operations teams, as well as other relevant staff members, to support and enhance daily office functions. This role requires a proactive, team-oriented approach, with a willingness to engage actively in operational tasks to ensure seamless workflows and efficient office management. The Operations Intern will report directly to the Operations Manager (or their designate) and collaborate extensively with the Procurement and Operations teams, as well as other pertinent staff, thereby integrating fully into the operations and procurement team. The Operations Intern is required to uphold the highest standards of confidentiality concerning all organizational information encountered throughout the duration of this internship. Any form of reproduction, distribution, or disclosure of such information to unauthorized individuals, whether internal or external to the organization, is expressly forbidden. Desired Qualifications and Experience: A Bachelor’s degree or diploma in Purchasing and Supply, Finance/Business Management, Operations, or a related discipline is required, or an equivalent level of professional experience may be considered. Proficient in utilizing Microsoft Office Suite, including Excel, PowerPoint, and Teams, along with familiarity with additional operating systems. Fluent in English. How to Apply Do you seek an opportunity to embrace this challenge? Kindly proceed to https://jobs.vvob.org/en/ operations-intern Applications must be submitted prior to 31 July 2026. Only candidates selected for further consideration will receive a response. A nationwide opportunity, exclusively available to Zambian citizens, is currently being advertised.