Administration Intern

Job Summary

The Administration Intern will support the day-to-day administrative and operational activities of IHRDA. Working under the supervision of the Administration and Human Resources Officer (or designated supervisor), the intern will assist with office administration, records management, logistics coordination, procurement support, inventory management, travel arrangements, and general office operations.

The internship offers an excellent opportunity for a recent graduate or early-career professional to gain practical experience in administration and organizational operations within a pan-African human rights organization.

Key Responsibilities

1. Office Administration and General Support The Intern will:

• Provide administrative support to ensure the smooth day-to-day operation of the office.
• Assist in receiving, recording, and distributing incoming correspondence and documents.
• Support filing, scanning, photocopying, printing, and archiving of organizational documents.
• Assist in the preparation of letters, memos, reports, and other administrative documents.
• Support the scheduling of meetings and maintenance of meeting records.
• Assist in managing office supplies and ensuring workspaces remain organized.

1. Records and Documentation Management The Intern will:

• Support the maintenance of physical and electronic filing systems.
• Assist in updating and organizing institutional records and administrative databases.
• Help ensure proper storage, retrieval, and archiving of organizational documents.
• Support the maintenance of administrative records and trackers.
• Assist in ensuring document confidentiality and records integrity.

1. Logistics and Event Support The Intern will:

• Assist in the organization of meetings, workshops, trainings, conferences, and other institutional events.
• Support preparation of event materials, participant lists, attendance registers, and logistical arrangements.
• Assist in venue setup and coordination with service providers where required.
• Help compile event documentation, reports, and supporting records.
• Support virtual meeting logistics and participant coordination.

1. Procurement and Vendor Support The Intern will:

• Assist in obtaining quotations and supporting procurement processes in accordance with organizational procedures.
• Support the preparation and organization of procurement documentation and records.
• Assist in tracking procurement requests and maintaining procurement files.
• Support communication with suppliers, vendors, and service providers.
• Help maintain supplier databases and procurement records.

1. Asset and Inventory Management The Intern will:

• Assist in maintaining inventory records of office equipment, furniture, and supplies.
• Support periodic stock counts and inventory verification exercises.
• Help update asset registers and inventory tracking systems.
• Assist in monitoring office supply levels and replenishment needs.

1. Travel and Administrative Logistics Support The Intern will:

• Assist in coordinating travel arrangements, including flight reservations, accommodation bookings, and transportation logistics.
• Support the preparation of travel-related documentation and administrative records.
• Assist in maintaining travel trackers and logistical records.
• Support communication with travel agencies, hotels, and service providers.

1. Human Resources and Institutional Support The Intern will:

• Support administrative aspects of recruitment, onboarding, and staff documentation processes.
• Assist in maintaining personnel files and HR records under supervision.
• Support staff welfare, learning, and institutional activities.
• Assist in preparing administrative reports and tracking tools when required.

1. Other Duties The Intern will:

• Provide general administrative assistance to staff and programme teams.
• Support special projects and operational initiatives as assigned.
• Perform any other duties assigned by the supervisor or management.