Logistics Officer

About the Organization and Position

Alight is committed to partnering with refugees, displaced individuals, and host communities to support recovery and empowerment through various humanitarian programs. Operating in Rwanda since 1994, Alight employs over 800 personnel working across health care, nutrition, sanitation, shelter, livelihoods, and protection sectors, with a presence in all refugee locations and their host communities within the country.

The Logistics Officer is a vital member of the operations team, offering technical and logistical support in line with Alight's regulations and Standard Operating Procedures (SOPs) to ensure effective program implementation.

Primary Responsibilities

Fleet Management (60%)

• Manage agency vehicle deployment in coordination with field operations staff.
• Maintain vehicle safety and ensure that all necessary documentation is valid and up-to-date.
• Plan and schedule vehicle use to optimize operational efficiency for program needs.
• Oversee fuel management including purchase, consumption tracking, and coordination with fuel suppliers and partners like UNHCR.
• Ensure cleanliness and upkeep of vehicles.
• Organize routine maintenance and timely repairs, maintaining detailed service records.
• Manage driver leave schedules to ensure fleet availability.
• Coordinate with human resources to track drivers’ personnel files.
• Verify drivers' licenses and training status; recommend hiring or disciplinary actions.
• Work with the security team to enforce safety protocols related to vehicles and transport.
• Track and initiate payments for vehicle insurance, taxes, and other required fees.
• Implement security measures for vehicles, including secure parking, key storage, and emergency supplies.
• Ensure all vehicle-related accident or security incident reports are completed and filed accordingly.

Assets Management (20%)

• Manage and maintain equipment such as air conditioners and generators.
• Keep the asset registry updated with new acquisitions and changes, ensuring accuracy and completeness.
• Collaborate with procurement and finance on asset details including purchase records and references.
• Prepare proper documentation for asset movements using standard formats.
• Conduct physical counts of assets periodically across locations and projects.
• Provide quarterly reports on asset locations and condition, coordinating with relevant teams.
• Update electronic asset databases and submit reports to supervisors and the Country Operations Manager.
• Advise staff regarding usage guidelines for assets and equipment.
• Report lost, damaged, sold, or stolen assets using formal incident and disposal documentation.
• Support project staff with asset inventory matters and contribute to end-of-project asset reports.

Warehouse Management (20%)

• Adhere to Alight’s Warehouse Policy and supervise the warehouse assistant.
• Ensure prompt delivery of supplies to projects working with procurement, program teams, and fleet personnel.
• Possess comprehensive knowledge of warehouse policies and train staff as needed.
• Oversee warehouse documentation including goods received notes, waybills, stock releases, and damage reports.
• Coordinate with suppliers and program teams during goods receipt and inspection, issuing GRNs accordingly.
• Reject goods that do not meet order specifications due to quality or condition issues.
• Prepare monthly stock reports, end-of-grant inventories, and physical counts as directed by supervisors.
• Maintain stock documentation and display clear bin cards for each item.
• Keep both physical and electronic warehouse records updated in line with the Warehouse Manual.

Qualifications and Skills

• Bachelor’s degree in Logistics Management, Operations Management, Business Administration, Supply Chain Management, Humanitarian Logistics, or a related field.
• Professional certifications such as CIPS, CPP, or CSCP are advantageous.
• Ongoing education and specialized training in procurement and logistics management.
• A minimum of three years’ experience in operations, logistics, or supply chain roles, preferably in humanitarian or development organizations.
• Proven technical capability in supply chain and asset management.
• Expertise in using Logistics Information Management Systems (LIMS).
• Familiarity with procurement policies of major donors such as US Government, UN, ECHO, GIZ.
• Proficient in Microsoft Office applications.
• Experience in supplier coordination and staff supervision is a plus.
• Fluent communication skills in English, both spoken and written, with strong reporting abilities.

Personal Attributes and Work Style

• Resourceful and innovative approach to problem-solving.
• Strong interpersonal skills and ability to engage with others effectively.
• Capable of multitasking and prioritizing responsibilities efficiently.
• Neat appearance and professional demeanor.
• Self-driven and focused on customer service, with strong ethics and integrity.
• Adaptable to dynamic and fast-moving work environments.

Equal Opportunity Statement

Alight provides employment opportunities without discrimination based on race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, disability, or veteran status, adhering to all applicable nondiscrimination laws.