CESVI Pakistan

Terms of Reference (ToR) / Job Description (JD)

Position Title: Logistics & Procurement Intern
Department: Operations / Logistics
Duty Station: Islamabad (with possible field visits)
Duration: 6 Months (Full-time, Internship)
Reporting to: Regional Manager – Logistics & Security

1. Background

CESVI Pakistan is an international humanitarian organization working across Pakistan to support vulnerable communities through interventions in Disaster Risk Reduction, Emergency Response, Livelihoods, and Protection sectors. The organization is committed to promoting transparency, accountability, and capacity development across all operational and support functions.

To strengthen the Logistics and Procurement Department and provide a learning opportunity for emerging professionals, CESVI Pakistan seeks to engage a Logistics & Procurement Intern. This position will support day-to-day operational activities under the supervision of the Regional Manager Logistics & Security and the Senior Logistics Team.

2. Purpose of the Position

The Logistics & Procurement Intern will assist in the daily operations of the Logistics Department including procurement processes, fleet management, inventory control, warehousing, filing, and database management. The position offers a valuable learning experience for a fresh graduate (MBA or equivalent in Supply Chain, Logistics, or Finance) seeking to develop practical knowledge and professional skills in humanitarian logistics and procurement management.

3. Key Responsibilities

Under the direct supervision of the Regional Manager Logistics & Security, the intern will assist in the following areas:

• A. Procurement Support

• Assist in preparing Request for Quotations (RFQs), Comparative Bid Analyses (CBAs), Purchase Orders (POs), and related procurement documentation.
• Support the procurement team in collecting quotations, verifying documents, and coordinating with vendors for small-scale purchases.
• Ensure scanning, filing, and documentation of procurement files in line with CESVI and donor requirements.
• Assist in the market surveys for office and project-related supplies (e.g., stationery, kitchen items, cleaning materials).
• Support in maintaining the procurement tracker and supplier database.

• B. Logistics & Fleet Management

• Assist in maintaining vehicle movement logs, fuel records, and service schedules.
• Help coordinate vehicle assignments, movement plans, and maintenance documentation.
• Ensure proper filing of driver rosters, vehicle rental agreements, and other transport-related documents.

• C. Warehousing & Inventory Management

• Support the Logistics Officer in maintaining warehouse records, bin cards, stock registers, and inventory ledgers.
• Assist in periodic physical stock counts and asset verifications.
• Maintain asset tagging, issuance records, and filing of inventory handover forms.

• D. Administrative & Office Support

• Support the Operations team with document scanning, printing, filing, and record management (both hard and soft copies).
• Assist in the preparation and maintenance of logistics databases and Excel-based trackers.
• Help in managing office supplies, stationery, kitchen items, and cleanliness materials.
• Perform other day-to-day administrative or logistics-related tasks assigned by the supervisor.

4. Learning Outcomes

During the internship period, the intern will:
• Gain practical experience in procurement and logistics procedures used by international NGOs.
• Develop knowledge of donor compliance requirements (ECHO, FCDO, BHA, AICS, etc.).
• Learn to manage logistics databases, filing systems, and documentation for audit readiness.
• Understand the fundamentals of fleet management, asset tracking, and warehouse management.
• Build professional communication and coordination skills within a multicultural environment.

5. Required Qualification & Competencies

Education:
- Recent graduate (MBA/BBA/B.Com) preferably in Supply Chain Management, Logistics, Finance, or Business Administration from a recognized university.

Experience:
- Prior internship or short-term experience in logistics, procurement, or administration (preferred but not mandatory).

Skills & Competencies:
- Good command of MS Office (Excel, Word, Outlook, PowerPoint).
- Strong organizational and multitasking skills.
- Attention to detail and ability to maintain documentation systematically.
- Good interpersonal and communication skills in English and Urdu.
- Ability to work in a fast-paced environment and handle multiple tasks simultaneously.
- Positive attitude, willingness to learn, and commitment to organizational values.

6. Reporting Line

Direct Supervisor: Regional Manager Logistics & Security
Technical Support: Senior Logistics Officer / Admin Officer

7. Duration & Stipend

Internship Duration: 6 Months (extendable based on performance and organizational need)
Working Hours: As per CESVI Pakistan office timing.
Stipend: As per CESVI’s internship policy.

8. Application Process

Interested candidates meeting the above criteria should apply through Brightspyre or submit their application (CV and Cover Letter) at [email protected] clearly mentioning “Logistics & Procurement Intern” in the subject line.

CESVI is an equal opportunity employer and encourages fresh graduates, especially female candidates, to apply. The organization maintains a zero-tolerance policy towards any form of discrimination or exploitation.