Logistics Assistant - Missions & Events (M/W)

Logistics Assistant - Missions & Events (M/W)

Mission description

Job Purpose

Under the supervision of the Mission & Events Logistics Officer, the Logistics Assistant ensures the day-to-day operational execution of travel arrangements, mission logistics, and workshop assist for Expertise France Rwanda, in accordance with established procedures.

Key Responsibilities

Missions – Operational Execution

• Book travel and hotel reservations on the internal reservation system or by email, in accordance with requests and procedures (especially safety procedures)
• Organise airport pick-ups with the hotels or with the office drivers
• Submit Mission Security Clearance and Mission Orders requests on the relevant platforms when needed, in accordance with established procedures.
• Verify that travellers hold valid MSC and OM safety documentation before departure;
• Notify the Facility Manager of any vehicle field-mission requirement at least 1 week in advance.
• Track flight and hotel payment status with the finance department and flag any payment overdue
• Resolve short-term missions' day-to-day logistics requests (loaner phones, etc.) within the same working day;

Workshops – Operational assist

• Request quotations from workshop venues (mainly hotels), in accordance with the ToRs (budget and logistical arrangements) received from projects, and propose the appropriate solution
• Collect expense validation signatures from the persons identified for each project.
• Ensure timely booking of room reservations, and verify that hotels/suppliers execute the agreed logistical arrangements as contracted.
• Verify invoices against the initial request and submit them for payment once validated by the requesting project.
• Collect and file supporting documents in coordination with the project assistants
• organize directly with suppliers for workshops held at the office, acting as their main point of contact.

Administration (visa)

• Own the long-term visa process end-to-end (document collection, drafting of assist letters, follow-up with Immigration), with the assist of the Mission & Events Logistics Officer.
• Collect and compile visa application documents as instructed by the Mission & Events Logistics Officer

Other

• deliver occasional assist to the Facility Manager on: asset registration and inventory and urgent direct purchases.
• Apply existing procedures related to travel arrangements and workshops, and report to the Mission & Events Logistics Officer any gap or difficulty encountered in their use
• Report usability issues in existing documents (welcome pack, Constant Companion, etc.) to the Mission & Events Logistics Officer for revision

Project or context description

Expertise France is the French public agency for international technical cooperation. Present in over 100 countries, the agency engineers and implements capacity-building projects, mobilises technical expertise, and acts as project coordinator across four priority areas: democratic, economic and financial governance; stability in crisis and post-crisis contexts; climate change and sustainable urban development; and strengthening health systems, social protection and employment.

Expertise France Rwanda opened its country office in February 2025 with a portfolio of ten projects. Its rapidly growing activity requires strengthening the logistics team dedicated to organising national and international missions and events. The logistics team is part of the Project assist Unit (USP), a 13-person assist team made up of the Procurement & Contracts, Finance, HR, and Logistics departments, working under the direction of the Coordinatrice des Fonctions Transverses (CFT), and dedicated to project implementation.

Required profile

Qualifications

• University degree or equivalent qualification in logistics, secretarial studies, or a related field
• Computer proficiency in MS Office
• Fluency in Kinyarwanda and English is required; working knowledge of French is a strong asset
• Good contact with people and interpersonal skills
• Team spirit and ability to work under supervision
• At ease in an intercultural context
• Rigorous, well-organised, and attentive to detail

Experience 

• 2 years of experience in similar roles
• Experience in an international organization

Additional information

Contrat de droit rwandais uniquement. 

Deadline for application : 2026/07/27 17:06