Academic logistics Assistant

University of Global Health Equity (UGHE) Butaro, Rwanda

Job Title: Academic logistics Assistant

Reports to: Academic logistics Coordinator

Location: Kigali & Butaro

Position Overview 

The Academic Logistics Assistant supports the Academic Logistics Coordinator (ALC) in managing non-academic logistics for students, clinical faculty, and visiting faculty involved in clinical clerkships at UGHE’s partnering sites. This includes coordinating accommodation, meal arrangements, inventory and consumables management, invoice processing, procurement follow-up, and vendor relations. The assistant will work closely with the clinical department, vendors, and operations team to ensure a seamless experience for students and visiting faculty.

The role is based in Kigali and Butaro, with travel to clinical sites across Rwanda as needed.

Key responsibilities

Student & Faculty Logistics and Coordination

• Assist the ALC in ensuring smooth logistic operations for all clerkship sites.

• Conduct quarterly visits to clinical sites to assess student needs and address any concerns.

• Regularly inspect student accommodations in Kigali, hold weekly meetings with the cleaning team, and address any issues.

• Assist ALC to prepare weekly student stipend allowances and follow up on required approvals.

• Communicate stipend distribution details to students and address their concerns.

• Assist in planning efficient student room allocations and ensure accommodations are well-equipped.

• Inform students about their room assignments and ensure efficient accommodation planning.

• Support the ALC in managing visiting faculty schedule and ensure accommodations are arranged

• Monitor and maintain vendor service quality, ensuring proper service delivery.

• Monitor and track cleaning supplies for Kigali accommodations and provide recommendations.

• Develop a system for tracking cleaning supplies and managing bulk orders.

• Maintain student credentials records and all related students record and ensure it’s up to date all the time

• Work with ALC on the needed procurement request and make follow up to ensure 100% delivery

• Maintaining a Good relationship with various service providers to ensure 100% reliability and quality of service

Clinical & Operation support

• Work with the clinical team to ensure all logistical needs for student rotations are met.

• Assist the procurement team in identifying suitable facilities for new hospital sites, ensuring they meet necessary accommodation requirements.

• Collaborate with the operations department to address student and faculty needs or concerns.

• Ensure timely processing of service provider’s invoices at the end of each month.

• Maintain and monitor service provider contracts, ensuring they remain valid and up to date.

• Track and analyze recurring issues, proposing solutions for improvement in weekly check-in meetings.

• Coordinate transportation requests for clinical clerkships, ensuring efficient weekend rotation schedules.

• Assist the ALC with additional logistics and operational duties as needed.

Evaluation & reporting 

• Participate in quarterly surveys to assess student and faculty experiences in clerkship logistics.

• Contribute to the quarterly inventory check for Kigali accommodations.

• Participate in monthly reports on cost spending and recommend on cost cutting initiatives

Qualifications 

• Minimum 1 years’ work experience in logistics and procurement, Operations and Project Management or another related field. A bachelor’s degree is required.

• Experience coordinating administration and other related logistics in a university or NGO(s)

• Knowledge and experience in higher education or global health is mandatory; knowledge and experience in both fields is desired.

• Excellent communication and writing skills; ability to articulate UGHE’s and PIH’s mission and program objectives persuasively.

• English and Kinyarwanda proficiency required; French knowledge preferred.

• Excellent organizational skills; ability to manage complex and dynamic projects from creation to completion, plan and prioritize multiple projects, and coordinate teams to meet deadlines.

• Exemplary interpersonal skills; ability to collaborate effectively with culturally diverse staff across departments and organizations.

• Demonstrated poise, tact, integrity, and professionalism.

• Interest in social justice is strongly desirable.