JOB ADVERTISEMENT

Job Title: Logistics Assistant

Organization: Luxembourg Development Agency

Duty Station: Kigali, Rwanda

Application Deadline: 11th November 2024

Start Date: 01^st December 2024

Contract type: Full-time with

Submit: LuxDev Human It System

1. Background

LuxDev, the Luxembourg Development Cooperation Agency, is responsible for formulating and implementing bilateral development cooperation programs and projects for the government of Luxembourg. The agency's staff consists of approximately 140 employees at headquarters, in our country offices, and 400 employees involved in the 50 projects and programs spread across 12 countries of intervention within the Luxembourg Cooperation.

In September 2022, LuxDev opened a Representative Office in Rwanda in response to the new cooperation objectives established by both countries. The primary sectors and themes of intervention include innovative and inclusive finance, sustainable development, and the fight against climate change, as well as skills development and youth employment.

In this regard, LuxDev/Rwanda is seeking to recruit a Logistic Assistant for its projects/programs.

2. Job purpose

The Logistics Officer is responsible for overseeing and managing the supply chain processes, ensuring the efficient movement and storage of goods and materials. This role involves planning and coordinating logistics operations, optimizing resource allocation, and maintaining effective communication with internal and external stakeholders.

3. Main responsabilities and tasks

• Logistic Planning and Coordination :
• Develop and implement logistics strategies to optimize transportation, distribution, and storage operations;
• Coordinate with suppliers, vendors, and internal departments to ensure timely delivery of goods and materials;
• Allocate resources, including personnel, vehicles, and equipment, to meet logistical requirements;
• Optimize resource utilization to enhance operational efficiency;
• Serve as a liaison between various stakeholders, including suppliers, vendors, and internal teams; address inquiries and resolve issues related to logistics operations.

Operational Efficiency

• Identify and address areas for improvement in logistical processes;
• Implement best practices and streamline operations to enhance efficiency;
• Resolve logistical issues and manage any disruptions that occur.
• Compliance and Documentation:
• Ensure compliance with relevant regulations, standards, and company policies;
• Maintain accurate records of shipments, and other logistical activities;
• Prepare reports and documentation as required.

Events Management

• Prepare ROF Rwanda meetings, seminars and workshops (i.e. hotel quotations, bookings, logistical support, accommodations, venue set up, transport arrangements, ICT set up, etc);
• Ensure meeting rooms are adequately equipped and well maintained;
• Verifies the invoices received in relation with meetings, seminars and workshops issued and compiles all required documents together with the invoice to be submitted to the Administration and Finance staff in charge of the accounts;
• Maintain and update in collaboration with the procurement officer a database of service providers such as hotels, travel agencies and other supplies.

Fleet management

• Verifies the monthly vehicles report and preparation of the logistics monthly report;
• Coordinates the movements and activities of the drivers;
• Oversees and ensures proper maintenance and management of vehicles and drivers e.g. repair, maintenance, monthly mileage check, usage purposes as well as licenses and insurance coverage;
• Follows-up of accidents/incidents with the police, informing insurance company, prepares and sends all relevant documents;
• Follows-up of the Drivers list of duties, shift, logbook, overtime;
• Prepares and follows-up the quarterly reimbursement of private use of vehicle/telecommunication means of ROF Rwanda and submits to the appropriate administration and finance staff.

General Administration support

• Fills any document relating to logistics, according to LuxDev procedures;
• Prepare Travel Authorizations (TAs) for staff members and consultants’ missions as requested;
• Maintains administrative and logistical files with necessary confidentiality where required;
• Welcome visitors and direct them to the various departments;
• Answering telephone calls from inside and outside the country and to the various recipients;
• Receive, register and distribute letters and email.
• Focal point between LuxDev and insurance companies (health insurance, vehicles, equipments, travel etc.)

4. Education and/or experience - mandatory or desirable 
   • Bachelor’s degree in Logistics, Supply Chain Management, Business Administration, or a related field;
   • Minimum 5 years of relevant work experience in logistics, supply chain management, or a similar role;
   • Previous experience in a Governmental, other International Organization or benchmark company is an advantage;
   • Good communication skills;
   • Ability to work in a multicultural environment;
   • Good experience in the usage of computers and office software packages (MS Word, Excel, etc).

How to apply:

Please apply via our website: https://careers.luxdev.lu/job-invite/1698/ 

Deadline: 11th November 2024 at 04:00 pm