Inventory & Purchasing Assistant at Ntare Louisenlund Community Benefit Company
Location
BUGESERA (On-site)
Job Type
Full-time
Experience
3–5 YEARS
Job Title: Inventory & Purchasing Assistant
Location: Bugesera District, Eastern Province, Rwanda
Contract Type: Open-ended
Working Hours: 45 hours per week
Department: Campus Operations & Events
Reports To: Head Chef or designated supervisor
Country: Rwanda
Division: Operations
About Ntare Louisenlund School (Rwanda)
Ntare Louisenlund School (Rwanda) strives to become Africa’s leading secondary education institution, known for academic excellence and innovation. Through its flagship Plus-STEM program, the school is committed to attracting Rwanda’s and East Africa’s brightest learners in mathematics, computer science, natural sciences, and technology—fueling future innovation, entrepreneurship, and leadership.
Located on a 60-hectare campus in Bugesera, just 45 minutes from Kigali, the school is designed to host up to 1,000 boarding students. It delivers an international education aimed at preparing students for scholarships at top global universities. Learners join one of three streams:
IB Plus-STEM and STEM Excellence, supported by scholarship opportunities
IB Star Entrepreneurship, a fee-paying pathway for students from across the continent
Ntare Louisenlund School is pursuing candidacy as an IB World School and currently offers the IB Middle Years Programme, with plans to launch the IB Diploma Programme in 2028.
The school is operated by Ntare Louisenlund CBC in partnership with Stiftung Louisenlund, a respected German institution with more than 75 years of experience in boarding school leadership. A strategic collaboration with the Government of Rwanda aims to identify Plus-STEM students eligible for national scholarships.
Your Role
We are looking for an efficient and detail-oriented Inventory & Purchasing Assistant to manage the full supply cycle for our food services and maintenance units. This position involves much more than counting stock—you will oversee every stage of the procurement process, from raising requisitions and coordinating with suppliers to dispatching goods to internal teams and supporting Finance with timely vendor payments.
Candidates with strong backgrounds in FMCG, wholesale operations, or food supply chains—and who thrive in fast-moving, high-volume warehouse environments—will excel in this role.
Key Responsibilities
1. Procurement & Financial Coordination (Procure-to-Pay Cycle)
Requisition & Purchase Orders: Prepare accurate purchase requisitions based on stock needs and obtain approved Purchase Orders before procuring goods.
Finance Collaboration: Work closely with the Finance team to process payments, compile complete payment request packages (POs, delivery notes, invoices), and monitor payment progress.
Cost Control: Verify invoice unit prices against contracted rates and promptly report any inconsistencies.
2. Warehouse Operations & Logistics
Receiving & Dispatching: Handle the reception of bulk deliveries and facilitate the timely distribution of goods to the kitchen and other campus departments. Ensure all outgoing items are logged and properly signed out.
Storage Management: Maintain an organized warehouse structure, ensuring proper separation and safe handling of dry goods, chemicals, and perishables.
Logistics Coordination: Arrange drivers and vehicles for any external deliveries, ensuring scheduled and accurate order fulfillment.
3. Supplier Relations & Internal Service Excellence
Vendor Management: Serve as the primary liaison for all suppliers, negotiate delivery schedules, address quality concerns or shortages, and ensure adherence to agreed service levels.
Internal Customer Service: Provide responsive support to kitchen teams and other departments, ensuring orders are fulfilled correctly and communicating stock-outs or delays proactively.
4. Inventory Control & Reporting
Stock Accuracy: Conduct daily and weekly cycle counts and enforce FIFO to reduce waste.
Data Management: Keep up-to-date, accurate inventory records for all receipts and issues using Excel or inventory software.
Additional Duties: Perform any other tasks assigned by your supervisor.
Required Qualifications & Experience
Essential Experience
Industry Background: Experience in FMCG, wholesale/retail, or food supply is mandatory.
Operational Experience: 3–5 years of hands-on experience in warehouse management, dispatch operations, or supply chain coordination.
Financial Processes: Proven ability to work with Finance teams on POs, invoice processing, and credit note management.
Skills & Competencies
Strong logistics and dispatch coordination skills
Proven ability to resolve supplier issues and handle internal service complaints
Excellent proficiency in Microsoft Excel and familiarity with inventory management systems
Exceptional accuracy and attention to detail in documentation and financial submissions
Key Performance Indicators (KPIs)
Financial Precision: 100% alignment between Purchase Orders, invoices, and delivered goods
Order Efficiency: Consistent on-time dispatch to kitchen and internal units
Supplier Reliability: Reduced errors, late deliveries, and quality issues
Inventory Accuracy: Zero discrepancies between physical counts and system records
Benefits & Compensation
Small learning groups and personalized academic environment
Collaboration with an internationally recognized partner school in Germany
Strong relationships with external educational partners
Supportive, committed, and teamwork-oriented staff community
Competitive salary in Rwandan Francs, based on experience
How to Apply
If you are excited about shaping the future of education with us, please submit your application by December 23, 2025 to careers@ntare-louisenlund.org. Include:
Updated CV
Motivation letter
Certified electronic copies of degrees and relevant certificates
Applications will be reviewed on a rolling basis. Only shortlisted candidates will be contacted for interviews. Submitted documents will not be returned, and no inquiries regarding application status will be accepted. All personal data will be kept confidential and used solely for recruitment purposes.
Email Subject Line: Inventory & Purchasing Assistant