IBI is seeking for an Events and Logistics Coordinator who will coordinate and execute events, manage logistics, and oversee procurement processes for project implementation. Maintain records, prepare reports, and ensure compliance with regulations and policies. Document lessons learned for continuous improvement and knowledge sharing.
English Description:Under the Feed the Future Rwanda Trade Facilitation Activity (RTFA), USAID/Rwanda’s Economic Growth Office intends to support the efforts of the Government of Rwanda (“GOR”) to contribute to creating a trade-enabling environment through identifying and reducing non-tariff barriers to trade, strengthening soft infrastructure, and building more transparency and efficiency into the trade regulatory system
Key Responsibilities:A. Event Planning and Coordination:
o Develop and maintain a comprehensive events calendar, including workshops, trainings, meetings, conferences, and other project-related events.
o Coordinate with project staff, partners, and stakeholders to identify event objectives, agendas, and participant requirements.
o Plan and execute all aspects of events, including venue selection, catering, audiovisual equipment, transportation, accommodation, and other logistical arrangements.
o Liaise with vendors, suppliers, and service providers to negotiate contracts, obtain quotes, and ensure timely delivery of services within budgetary constraints.
o Oversee event setup, registration, and onsite coordination to ensure a seamless experience for participants.
o Evaluate event success and gather feedback from participants for continuous improvement.
B. Logistics Management:
o Manage the procurement and distribution of project-related materials, supplies, and equipment.
o Coordinate transportation and accommodation arrangements for project staff, consultants, and visitors as needed.
o Ensure timely clearance of goods through customs and compliance with import/export regulations.
o Maintain inventory records and track the usage of project assets to ensure accountability and cost-effectiveness.
o Provide logistical support for field activities, including arranging travel, accommodation, and security clearance for project personnel.
o Ensure compliance with USAID and organizational policies and procedures regarding procurement, travel, and logistics.
C. Procurement Coordination:
o Lead procurement processes for goods and services required for project implementation, ensuring transparency, competition, and value for money.
o Prepare quarterly procurement plans, specifications, and evaluation criteria in consultation with project teams and stakeholders.
o Issue requests for quotations (RFQs), requests for proposals (RFPs), and invitations to bid (ITBs) as necessary.
o Evaluate bids and proposals, conduct negotiations with suppliers, and make recommendations for contract awards.
o Draft and manage contracts and purchase orders, ensuring compliance with legal and procurement requirements.
o Monitor supplier performance and contract deliverables, resolve any issues or disputes, and ensure timely payment processing.
D. Reporting and Documentation:
o Maintain accurate records and documentation related to events, logistics, and procurement activities, including contracts, invoices, receipts, and procurement files.
o Prepare regular reports on event attendance, logistics expenditures, procurement status, and compliance with USAID regulations.
o Support internal and external audits by providing documentation and responding to inquiries in a timely manner.
o Document lessons learned and best practices related to event management, logistics, and procurement for knowledge sharing and continuous improvement.
E. Other duties assigned by the Finance and Administration Manager.
Key Qualifications:Key Qualifications:
• Bachelor’s degree in Business Administration, Supply Chain Management, Logistics, or related field.
• Proven experience in event planning, logistics coordination, and procurement management, preferably in the international development sector.
• Strong organizational and multitasking skills with the ability to prioritize competing demands.
• Excellent communication and negotiation skills, with the ability to work effectively with diverse stakeholders.
• Familiarity with USAID rules and regulations related to procurement, travel, and logistics.
• Proficiency in Microsoft Office Suite and procurement software/tools.
• Ability to work under pressure and adapt to changing circumstances in a dynamic environment.
• Willingness to travel occasionally and work outside regular office hours as needed.
Preferred Qualifications:
• Advanced degree in Business Administration, Supply Chain Management, Logistics, or related field.
Note:IBI is an equal opportunity employer and participates in e-verify
IBI is an international economic development consulting firm based in the United States that specializes in economic growth, public financial management, monitoring & evaluation, and adaptive management. Established in 1996, IBI has successfully implemented some 40 projects in over 70 countries. To learn more please visit our web site at www.ibi- usa.com.
