Logistics and Operations Officer

Job Title: Logistics and Operations Officer

Reports To: Director of Finance and Administration

Position Summary:
The Logistics and Operations Officer is responsible for managing procurement processes, coordinating office operations, and ensuring efficient logistical support across the organization. This includes liaising with suppliers, coordinating travel and event logistics, maintaining inventory records, and supporting administrative closure activities. The role is critical for ensuring operational efficiency and compliance, especially in managing assets related to the program.

Key Responsibilities:

Procurement and Supplier Management:

• Prepare and coordinate procurement documents (ToRs, RFQs, bid evaluations) in accordance with organizational and donor requirements.
• Manage procurement processes from requisition to delivery, ensuring transparency, value for money, and compliance.
• Build and maintain relationships with vendors, service providers, and contractors.
• Maintain accurate and up-to-date procurement records and supplier databases.

Travel and Meeting Logistics:

• Coordinate travel arrangements including booking flights, ground transportation, and accommodations for staff and consultants.
• Organize logistics for meetings, workshops, and field missions including venue selection, participant communication, and on-site coordination.
• Coordinate internal meetings and appointments; maintain calendars and schedules for staff as needed.

Inventory and Asset Management:

• Track and manage office and program-related assets, especially DCC (Digital Community Champion) devices and accessories.
• Maintain an up-to-date asset register, ensuring correct tagging, assignment, and reconciliation.
• Contribute to inventory reporting and support the close-out process through documentation and verification.
• Proactively identify and address operational challenges related to inventory, recommending solutions to enhance efficiency.

Support to Agent Registry and Payout Systems:

• Liaise with SFH and TCP Africa’s finance teams to maintain and verify the registry of active DCC agents.
• Support agent identity verification and commission payout processes through available platforms (manual or digital).
• Monitor data and ensure accurate and timely processing of agent-related logistics and support functions.
• Collaborate closely with finance and program teams to ensure smooth and accurate agent support workflows.

Office Operations and Maintenance:

• Ensure smooth day-to-day functioning of the office, including maintenance, cleaning, and service provider coordination.
• Monitor office supply levels and work with the Administrative and Bookkeeping Officer on replenishment.
• Ensure the operational readiness of the office for staff and guests.

Qualifications:

• Bachelor’s degree in Logistics, Business Administration, Procurement, or a related field.
• Minimum 3–5 years of experience in logistics, procurement, or operations roles, preferably in an NGO or donor-funded environment.
• Strong understanding of procurement and inventory management processes.
• Excellent communication, negotiation, and organizational skills.
• Proficiency in Microsoft Office Suite and familiarity with procurement or asset management systems.
• Ability to multitask and meet tight deadlines in a fast-paced environment.
• Professional proficiency in English, knowledge of French is an advantage; native proficiency in Kinyarwanda is required.

Probationary Period:

All new employees will undergo a probationary period of three (3) months. During this time, performance and overall fit for the position will be evaluated. Successful completion of the probationary period is required for continued employment. The employer reserves the right to extend the probationary period, not exceeding an additional three (3) months, based on performance evaluations and in accordance with Rwandan labor laws.

Application Process:

This position has an accelerated start of July 07, 2025. Interested applicants should send a resume and a detailed cover letter to josepha@thecommonsproject.org with “Logistics and Operations Officer” in the Subject Line for consideration.

The deadline for receiving applications is June 27, 2025, at 12:00 noon.

Resume reviews begin immediately. For best consideration, please apply as early as possible.

Equal Opportunity Employer

TCP Africa is an equal opportunity employer. We value a workplace that is diverse in terms of gender, race, class, age,geographic origin, sexual orientation, and other differences that enrich our society. We encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability status, sexual orientation, gender identity, military, protected veteran status or other status protected by law, and those who may not meet every requirement listed in the job description.