Inventory & Purchasing Assistant

Title: Inventory & Purchasing Assistant

Location of Assignment: The location of assignment Bugesera, Eastern Province, Rwanda

Duration of Assignment: Open ended

Working Hours: 45

Department: Campus Operations & Events

Supervision: The Head Chef or his/her designee

• Rwanda
• Operations

Who We Are;

Ntare Louisenlund School (Rwanda) aspires to become the premier educational institution in Africa, dedicated to fostering excellence in secondary education. Through our unique Plus-STEM program, the school aims to attract the finest talents in mathematics, computer science, natural sciences, and technology in Rwanda and East Africa, serving as a catalyst for innovation, entrepreneurship, and future-shaping endeavors. Situated on a sprawling 60-hectare campus in Rwanda’s Bugesera District, a brief forty-five-minute drive from Kigali, the school is designed to accommodate up to 1,000 boarding students.

Ntare Louisenlund School is committed to delivering an exceptional international education, empowering students to seek scholarships at the world’s leading universities. The student body comprises two streams, with a portion selected through a rigorous assessment and funded by appropriate scholarships (IB Plus-STEM and STEM Excellence streams), and the remainder consisting of students from across Africa pursuing the IB Diploma with their families financing the education (IB Star Entrepreneurship Stream). Seeking candidacy as an IB World School, Ntare Louisenlund School offers the IB Middle Years Programme and plans to offer a Diploma Programme from 2028 onward.

Operated and managed by Ntare Louisenlund CBC, in collaboration with Stiftung Louisenlund, a renowned institution with over 75 years of experience running a secondary boarding school in Germany, Ntare Louisenlund School strives for comparable excellence at both locations in Germany and Rwanda. A strategic partnership with the Rwandan government is envisioned to identify Plus-STEM students eligible for government scholarships.

Your Challenge & Responsibilities

We are seeking a highly organized Inventory & Purchasing Assistant to manage the end-to-end supply chain for our food services & maintenance departments. This role goes beyond simple stock counting; you will be responsible for the entire lifecycle of goods—from drafting requisitions and managing supplier relationships to dispatching stock to internal teams and coordinating payments with Finance.

The ideal candidate has a strong background in FMCG, Wholesale, or Food Supply businesses and understands the urgency of high-volume warehouse management and order fulfillment.

Your Main Responsibilities 

1. Procurement & Financial Coordination (The “Procure-to-Pay” Cycle)

• Requisitions & POs: Accurately draft Purchase Requisitions based on inventory needs and secure approved Purchase Orders (POs) before goods are ordered.
• Finance Liaison: Work closely with the Finance Department to facilitate the payment process. This includes compiling “Payment Request” packages (matching POs, Delivery Notes, and Invoices) and tracking payment status to ensure vendors are paid on time.
• Cost Management: Monitor unit prices on invoices against contracted rates and flag any discrepancies to Finance and management immediately.

2. Warehouse Management & Logistics

• Receiving & Dispatching: Manage the physical receipt of large-scale deliveries and the subsequent “dispatching” of goods to the kitchen or other campus units. Ensure all goods leaving the warehouse are logged and signed for.
• Storage Optimization: Organize the warehouse layout to maximize efficiency, separating dry goods, chemicals, and perishables according to safety standards.
• Order Delivery Management: If external delivery is required, coordinate drivers and vehicles to ensure items reach their destination on schedule.

3. Supplier Relations & Customer Service

• Vendor Management: Act as the primary point of contact for suppliers. Negotiate delivery windows, resolve disputes regarding poor quality or short-shipments, and hold vendors accountable to service level agreements.
• Internal Customer Service: Treat the kitchen staff and internal departments as “customers.” Ensure their orders are fulfilled accurately and communicate proactively if an item is out of stock (managing expectations).

4. Inventory Control & Reporting

• Stock Integrity: Conduct rigorous daily/weekly stock counts (cycle counts) and strictly enforce FIFO (First-In, First-Out) to eliminate waste.
• System Accuracy: Maintain real-time records of stock levels, receipts, and issuances in the inventory system/Excel.

5. And any other duty your supervisor tells you to do.

Qualifications & Requirements

Essential Experience (Must Have):

• Industry Background: Proven experience in FMCG (Fast Moving Consumer Goods), Wholesale/Retail, or the Food Supply business is strictly required.
• Operational History: Minimum 3–5 years of experience in Warehouse Management, Dispatching, or Supply Chain coordination.
• Financial Literacy: Demonstrated experience working with Finance departments (raising POs, processing invoices, understanding credit notes).

Skills & Competencies:

• Logistics Mindset: Ability to coordinate the movement of goods (Dispatching) efficiently.
• Conflict Resolution: Strong ability to manage supplier disputes and internal “customer” complaints professionally.
• Tech Savvy: Proficiency in Microsoft Excel (formulas, tracking sheets) and experience with Inventory Management Software.
• Attention to Detail: Zero tolerance for errors in requisitions or payment requests.

Performance Indicators (KPIs)

• Financial Accuracy: 100% match between POs, Invoices, and Deliveries submitted for payment.
• Order Fulfillment: On-time dispatch of goods to the kitchen/internal units.
• Supplier Performance: Reduction in supplier errors (late deliveries/quality issues) through active management.
• Stock Accuracy: Physical stock matches system records during spot checks.

Benefits & Compensation 

• Small learning groups.
• Collaboration with an experienced, internationally recognized school in Germany.
• Various partnerships with external educational partners.
• A committed, dedicated, and team-oriented faculty.
• Competitive compensation package (in Rwandan Francs), based on your level of experience.

How to Apply 

Can you imagine working to help us design the school of the future? Then you should apply by December 23, 2025 to careers@ntare-louisenlund.org and share an updated CV, motivation letter and certified electronic copies of degrees and relevant certificates relate to the position. CVs will be reviewed on a rolling basis.

We will notify only those applicants who successfully pass the document screening about the interview date and time. Please note that submitted documents will not be returned.

Inquiries regarding the status or details of your application will not be accepted. All personal information provided will be used solely for the selection process and will be treated with strict confidentiality.

When applying, please include “Inventory & Purchasing Assistant” in the subject line of your email.