Logistics and IT Officer at World Relief Rwanda (WRR): (Deadline 31 October 2024)

Logistics and IT Officer at World Relief Rwanda (WRR): (Deadline 31 October 2024)

VACANCY ANNOUNCEMENT

World Relief Rwanda (WRR) is an International Non-Government Organization whose mission is to boldly engage the world’s greatest crises in partnership with the church. WRR wishes to recruit a qualified and well experienced candidate to fill the position of Logistics and IT Officer. The job description and requirements are as follows:

Job Title: Logistics and IT Officer

Department: Administration and Finance

Position type: Full Time

Grade: 6

Reporting line

Reports to: Operations Coordinator

Duty station

Country Office, Kigali

Organization profile

World Relief is a global Christian humanitarian organization that is fighting for change that lasts, right in the U.S. and across the globe. We boldly engage the world’s greatest crises in partnership with the church. We envision thriving, welcoming communities where families flourish and people experience restorative relationships with God, their neighbors, themselves and all of creation. The organization is 80 years old and has worked in over 100 countries around the world since its founding.

In the United States, we come alongside local churches, community organizations and hundreds of individual volunteers to support newly arriving refugee and other immigrant families. Today, we are proud to partner with over 6,000 local churches, and 95,000 volunteers globally to bring hope, healing and transformation to the most vulnerable.

Job summary

The IT and Logistics Officer is responsible for managing and maintaining the organization’s IT infrastructure, providing technical support, and ensuring optimal performance and security of systems. Additionally, the role encompasses logistics coordination and asset management, ensuring timely distribution of goods and accurate tracking of organizational assets. The job incumbent will also ensure compliance with policies and procedures while providing administrative support to ensure efficient operations, contributing to the organization’s overall effectiveness in achieving its objectives.

Duties and Responsibilities

IT Management and Support (50%)

• Implement and enforce IT policies and procedures to ensure compliance with legal, regulatory and organizational standards.
• Manage user access and permissions for various systems and applications, ensuring secure and appropriate access to sensitive information.
• Manage and maintain IT infrastructure, including servers, networks, and software applications, ensuring optimal performance and security in accordance with organizational standards.
• Provide technical support to staff for hardware and software issues, addressing and troubleshooting problems efficiently.
• Oversee and perform the installation, configuration, and maintenance of IT equipment such as computers, printers, and communication systems.
• Monitor network performance and provide recommendations for adjustments to improve connectivity.
• Regularly conduct system monitoring to verify the integrity and availability of hardware and resources while identifying potential security threats.
• Maintain an inventory of IT assets and ensure proper documentation of IT equipment, including tracking usage and planning for replacements or upgrades.
• Assist in the preparation of the IT budget, ensuring cost-effective solutions for IT operations and projects.
• Maintain detailed records of IT activities, including incidents, changes, and upgrades, and prepare regular reports on IT performance.
• Contribute to evaluating and recommending new software applications, tools, and hardware solutions that align with the organization’s mission and improve operational efficiency.

Additional responsibilities

Logistics coordination and Asset Management (40%)

• Ensure reception of goods and services according to WRR procedures and arrange their delivery in a timely and cost-effective manner.
• Ensure that all purchased items meet minimum quality standards.
• Manage assets & inventories, disposals, repairs & maintenance.
• Plan and execute the distribution of goods to various implementation areas, ensuring timely and accurate delivery.
• Update the register of organizational assets regularly and conduct annual inventory at the fiscal year’s end.
• Monitor and maintain records of all logistics activities, including asset tracking and reporting.
• Coordinate the transportation of goods and people in compliance with vehicle request forms.
• Maintain vehicle use reports and submit monthly updates to the supervisor.
• Process accommodation bookings for staff and visitors, ensuring high-quality hotel services.
• Liaise with the insurance company for vehicle and motorbike insurance, ensuring timely payments and follow-ups on issues.
• Ensure proper fuel consumption management, oversee vehicle repairs, and provide regular monthly reports.

Compliance and Administrative Support (10%)

• Implement and enforce logistics procedures to ensure compliance with organizational standards.
• Contribute to the development and implementation of logistical strategies in collaboration with the Operations Coordinator to optimize resource use.
• Provide efficient administrative support related to maintenance, leasing of offices, and security of WRR properties.
• Assist with the preparation of the annual budget.
• Contribute to the organizational events by ensuring that they are conducted effectively.

Job specification requirements

Qualifications & Experience Required

Essential kills

· Education:

Bachelor’s degree in Information Technology, Computer Science, Information Systems, or a related field with a minimum of 2 years of experience in IT management and support, preferably in the context of non-profit organizations or international NGOs.

Relevant certifications (e.g., Certified Information Systems Security Professional – CISSP, Certified Information Privacy Professional – CIPP) would be an advantage.

Experience:

• Proven experience in managing IT infrastructure, including servers, networks, and software applications.
• Demonstrated understanding of data protection laws and best practices, including experience conducting Data Protection Impact Assessments (DPIAs).
• Experience in providing technical support and training to users on IT systems and data protection compliance.
• Familiarity with logistics, especially in a humanitarian context is an advantage.
• Solid understanding of IT systems, networks, security protocols, and data management.
• Familiarity with cloud computing, hardware/software configuration, and troubleshooting is essential.
• Strong problem-solving skills, with the ability to assess risks and develop strategies for mitigation in IT and data protection contexts.
• Good verbal and written communication skills, essential for drafting reports, documentation, and training materials.
• Ability to work collaboratively with diverse teams and stakeholders, fostering positive relationships across departments and with external partners.
• Good organizational and time management skills, with the capacity to manage multiple tasks and prioritize effectively.
• Ability to design and deliver training sessions, improving staff awareness and knowledge regarding IT and data protection practices

Core competencies

Task Execution

Ability to implement specific tasks efficiently and according to established guidelines.

Interpersonal Skills

Strong interpersonal abilities to build relationships with community members and team members.

Problem-Solving

Capacity to identify challenges on the ground and develop practical, community-based solutions.

Basic Financial Literacy

Understanding of budgeting and financial processes to ensure proper resource management at the field level.

Reporting

The ability to accurately and efficiently document activities, outcomes, and data relevant to their specific role as well as ensure they prepare and submit reports timely.

Project coordination

The ability to execute project plans that meet specific objectives within defined timelines and budgets.

Ethical Practice

Commitment to ethical standards and values in daily activities and interactions.

Key Performance Indicators (KPIs)

• Percentage of issues resolved within specified service level agreements (SLAs).
• Percentage of successful backups completed without errors or failures.
• Percentage of installations completed as per plan.
• Percentage of preventive maintenance tasks (PMs) that have been completed on schedule in a specified time period.
• Percentage of trouble tickets (TT) solved on time.
• Maintain an IT infrastructure uptime ensuring optimal performance of servers and networks.
• Percentage of staff satisfied by IT support.
• Accuracy of the asset register and inventory checks conducted annually.
• Compliance rate with logistics policies and fleet protocols.
• Efficiency of administrative processes related to office maintenance and leasing.
• Accuracy and timeliness of reports regarding fuel consumption and vehicle repairs.
• Number and success rate of organizational events conducted effectively.

Working conditions

As the Logistics and IT Officer at World Relief Rwanda, you will work in a collaborative and dynamic environment where your contributions are vital in maintaining the integrity and efficiency of the organization’s IT systems while ensuring compliance with logistics processes. The role involves on-site work responsibilities:

Office Environment: You will primarily work in an office setting equipped with modern technology and resources necessary to perform IT management duties effectively. The role requires a proactive approach to managing IT infrastructure, and you may need to adjust to a fast-paced environment where problem-solving is essential.

Field Visits: While much of the work will be conducted from the office, there will be opportunities for field visits to various project sites to assess IT needs and support implementation efforts. You should be comfortable traveling occasionally to support program operations.

Problem-Solving Focus: The role requires a significant amount of troubleshooting and problem-solving. You should be prepared to work independently and collaboratively to identify solutions to complex IT challenges while ensuring security and compliance standards are met.

HOW TO APPLY:

If you are interested and qualified for this position:

Please submit one PDF documentincludingyour application letter addressed to the Country Director of World Relief Rwanda, copy of your notified Degree, comprehensive Curriculum Vitae with three (3) names of referees, copy of your identity card and a recommendation letter from your Church Pastor or Priest (Not exceeding 6 months), not later than October 31^st, 2024.

Be a Rwandan by Nationality.

Applications will be sent to [email protected]

Only shortlisted candidates will be notified.

Note that application letter and CV should be signed.