Background and Rationale

As part of the preparation for the upcoming audit, we are consolidating all payment-related documentation into a single SharePoint repository. The overall volume of data to be reviewed is significant and includes more than 10,000 payments, as well as contracts for 5 years.

Given the scale and the manual nature of this work, additional temporary support is required to ensure accuracy, completeness, and timely completion.

Scope of Work for the Intern

The intern would work under my supervision and focus on the following key tasks:

Verification of Existing Contracts (Current Database – 2025 Contracts)

• Review contracts already uploaded into the system. By our employees.
• Check availability of all required supporting documents, including:
  • Purchase Request (PR)
  • Purchase Order (PO)
  • Contract approval forms
  • Supplier search and evaluation documents (where applicable)
• Identify and document any missing materials.
• Prepare a consolidated list of missing documents per contract.

Upload and Structuring of Historical Contracts (2020–2024)

• Upload contracts from previous years (starting from 2020) into the system.
• Identify contracts that are missing entirely.
• Prepare a structured list of missing contracts to enable follow-up with relevant departments.

Payment Review and Linking (Payments Database – 10,000+ Records)

• Review all payment records in the payments database.
• For each payment, verify whether it is supported by:
  • Purchase Request (PR)
  • Purchase Order (PO)
  • Or a linked contract already available in the contracts database
• Link payments to the corresponding contracts where applicable.
• Add comments for payments where supporting documentation is missing.
• Support further document searches (together with me and other departments).
• Upload any recovered supporting documents into the system.
• Prepare a final list of unresolved gaps for management review.

Duration

• Internship duration: 3 months
• This period is required to cover the full scope of historical contracts and the complete payment population.

Expected Outcome

• Centralized and structured SharePoint repository for contracts and payments.
• Clear visibility of documentation gaps.
• A final summary report that can be used to communicate audit risks and missing documents to management and involved departments.