Logistics and Administration Officer

Job Description: Logistics and Administration Officer

Project: HealthyStart
Duty Station: Kigali, Rwanda (with regular travel to project sites)
Reports to: Senior Project Manager / Principal Investigator
Contract Type: One-Year Renewable (One Position)

Position Overview

The Logistics and Administration Officer will be tasked with planning, coordinating, and managing logistics, procurement assist, inventory, asset management, transportation, and administrative activities for the HealthyStart Project. The successful candidate will make sure that project equipment, supplies, and materials are available when needed, safely stored, properly distributed, and accurately tracked to assist efficient project implementation across all study sites.

Key Responsibilities

Logistics Planning and Coordination

• create and keep logistics plans to assist project implementation, field activities, training sessions, and supervision visits. 
• organize the movement of staff, equipment, supplies, and project materials between the project office, health facilities, and field sites. 
• Forecast logistical requirements for different phases of the project. 
• Ensure all logistics arrangements, including transport, accommodation, equipment, and communication assist, are completed before field activities. 

Procurement Support

• produce and track procurement plans for project equipment, supplies, and operational needs. 
• Work closely with the Finance and Procurement teams to produce specifications, obtain quotations, and process procurement requests. 
• Ensure procurement activities comply with organizational policies, approved budgets, and project work plans. 
• Follow up with suppliers to ensure timely delivery of goods and services. 
• Verify deliveries against purchase orders, delivery notes, invoices, and technical specifications. 
• keep complete procurement documentation and records. 

Inventory and Asset Management

• keep an accurate inventory of project equipment, supplies, and fixed assets. 
• Ensure all project assets are properly labelled, recorded, assigned, and periodically verified. 
• keep asset registers for tablets, laptops, printers, anthropometric equipment, medical devices, and other project assets. 
• Track the movement of assets and supplies between stores, health facilities, and project staff. 

Storage and Warehouse Management

• Ensure project supplies and equipment are stored safely, securely, and according to recommended storage conditions. 
• Organize project stores to facilitate efficient identification, storage, and retrieval of items. 
• keep stock cards, bin cards, inventory records, and electronic stock management systems. 
• track stock levels and notify project management of replenishment needs. 

Distribution and Transport Coordination

• organize the distribution of project equipment and supplies to participating health facilities, field teams, and other approved users. 
• produce delivery schedules, packing lists, dispatch notes, and handover documentation. 
• Ensure all deliveries are properly acknowledged and documented. 
• organize transport arrangements for staff, field activities, supervision visits, meetings, and project events. 
• track vehicle utilization, fuel consumption, maintenance schedules, and driver assignments where applicable. 

Equipment Maintenance

• organize servicing, maintenance, calibration, repair, and replacement of project equipment. 
• Ensure all equipment is functional and ready for field deployment before distribution. 

Administrative Support

• keep logistics, procurement, inventory, and transport records. 
• produce routine logistics, inventory, procurement, and asset management reports. 
• assist administrative and operational activities required for effective project implementation. 
• keep proper filing systems for logistics and administrative documentation. 

assist to Field Activities

• deliver logistical assist for surveys, training sessions, supervision visits, stakeholder meetings, and other project activities. 
• Ensure field teams receive all required equipment, supplies, transport arrangements, and operational assist. 

Compliance

• Ensure compliance with organizational procurement, logistics, inventory, and asset management policies. 
• keep accurate documentation and ensure accountability for all project assets. 
• Promote efficient use of project resources and detect logistics risks and mitigation measures. 
• Perform any other duties assigned by the Senior Project Manager or Principal Investigator.

Qualifications and Experience

Essential

• Bachelor's degree in Logistics and Supply Chain Management, Procurement, Business Administration, Operations Management, Project Management, Accounting, or a related field. 
• Minimum of three (3) to five (5) years of relevant experience in logistics, procurement, supply chain management, inventory control, asset management, or project administration. 
• Experience supporting health, research, NGO, or development projects. 
• Strong organizational, planning, and coordination skills. 
• Excellent communication and interpersonal skills. 
• Proficiency in Microsoft Office applications, particularly Excel. 

Preferred

• Experience managing medical equipment, digital devices, nutrition commodities, or research project supplies. 
• Experience supporting multi-site health or research projects. 
• Knowledge of procurement regulations and inventory management systems. 
• Experience using electronic inventory or asset management systems. 

Required Skills

• Strong organizational and planning skills. 
• Good understanding of logistics, procurement, inventory, and supply chain management. 
• Strong record-keeping and documentation skills. 
• Ability to oversee multiple priorities and meet deadlines. 
• Excellent analytical and problem-solving skills. 
• Good report writing and communication skills. 
• Fluency in English and Kinyarwanda; knowledge of French is an added advantage. 

Core Competencies

• Integrity and accountability. 
• Attention to detail. 
• Strong organizational and coordination skills. 
• Teamwork and collaboration. 
• Initiative and problem-solving ability. 
• Ability to work independently and under pressure. 
• Commitment to efficient resource management and continuous improvement.

How to Apply:

Interested candidates should apply via this link by July 24, 2026