Description
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