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 support for Expertise France Rwanda, in accordance with established procedures.

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 Support

-          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

-          Coordinate 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 support letters, follow-up with Immigration), with the support of the Mission & Events Logistics Officer.

-          Collect and compile visa application documents as instructed by the Mission & Events Logistics Officer

Other

-          Provide occasional support 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