Job Description

Key Responsibilities

A. Human Resources Support

• Assist with maintaining personnel records, timesheet databases and HR trackers.

• Supporting recruitment administration and interview scheduling.

• Assist with organising interview materials, assessment documents and reference-check records.

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• Support employee onboarding and induction arrangements, including preparing checklists and organising relevant documentation.

• Assist with maintaining leave and attendance records under the supervision of the Senior HR Officer.

• Support staff engagement and recognition activities.

• Assist with filing, archiving and retrieving HR documents in accordance with confidentiality and data protection requirements.

• Perform other relevant HR administrative duties assigned by the Senior HR Officer or HR and Operations Director.

B. Procurement Support

• Assist with organising and maintaining procurement files, purchase requests, supplier quotations and supporting documentation.

• Support the preparation and updating of procurement trackers and documentation registers.

• Assist with filing and maintaining purchase orders, delivery notes and other procurement records.

• Support the collection and organisation of supplier documentation in accordance with established procurement procedures.

• Assist with tracking deliveries and updating procurement records.

• Check procurement files for completeness and flag missing documentation to the Senior Procurement Officer.

• Support the preparation and organisation of procurement documents for review, verification and audit purposes.

• Assist with maintaining organised electronic and physical filing systems for procurement records.

• Perform other relevant procurement administrative duties assigned by the Senior Procurement Officer.

C. Logistics and Liaison Support

• Support and assist with basic logistics records and other administrative related tasks.

D. Reporting, Compliance and Teamwork

• Maintain accurate and up-to-date records of assigned tasks and activities.

• Assist in compiling information and preparing routine departmental reports.

• Follow organisational policies, procedures and established approval processes.

• Maintain confidentiality when handling personnel, recruitment, supplier and organisational information.

• Demonstrate awareness of safeguarding, prevention of sexual exploitation and abuse (PSEA), data protection, anti-fraud and conflict-of-interest requirements.

• Report concerns or suspected breaches of organisational procedures through the appropriate channels.

• Work collaboratively with departmental colleagues and other teams.

• Participate in supervision meetings, learning activities and performance reviews.

• Undertake other reasonable duties relevant to the internship and the department's objectives.

Job Requirements

Essential Requirements

• Bachelor's degree in human resource management, Business Administration, Management, Public Administration or a related field.

• Graduated in 2026.

• Basic computer literacy, including Microsoft Word, Excel and Outlook or equivalent applications.

• Good written and verbal communication skills.

• Strong organisational skills and attention to detail.

• Ability to maintain confidentiality and handle information responsibly.

• Willingness to learn, accept feedback and work collaboratively.

• Demonstrated integrity, professionalism and respect for diversity.

Desirable Requirements

• Previous internship, volunteer experience or practical exposure to HR, procurement or administration.

• Familiarity with electronic filing systems and spreadsheet-based recordkeeping.

• Basic understanding of HR administration, procurement or office procedures.

• Interest in the humanitarian or non-governmental organization sector.

Safeguarding, Confidentiality and Ethical Standards

The intern is required to comply with all applicable Hope for Justice policies, including safeguarding, PSEA, the code of conduct, data protection, confidentiality, anti-fraud and anti-corruption requirements.

• Protect confidential staff, candidate, supplier and organisational information.

• Access personal or sensitive records only when authorised and necessary for assigned duties.

• Refrain from sharing organisational information with unauthorised persons.

• Maintain professional boundaries and treat all individuals with dignity and respect.

• Report safeguarding concerns and suspected misconduct through established reporting channels.

• Avoid actual, potential or perceived conflicts of interest and disclose concerns in accordance with organisational procedures.