Logistics Compliance Manager at Bidvest Prestige

Job Purpose

• To ensure adherence to organizational logistics compliance requirements as per the Functional Management document (FMD) for Logistics, by conducting periodic compliance testing, validating transportation processes, reviewing vendor performance, monitoring statutory requirements, and driving corrective actions across logistics operations.  Be the SPOC for handling any external or internal audit queries and responses.

Key Responsibilities

Policy & Documentation Management

• Maintain Logistics FMDs, SOPs, policies, risk assessments, organization structures, and compliance records.
• Ensure all compliance documentation is current, approved, and properly archived.
• Support periodic policy reviews and updates.

Compliance Monitoring & Testing

• Conduct monthly compliance testing of transportation and logistics processes across assigned sites.
• Review and validate pickup and drop operations through MyRydes and EFMFM reports.
• Monitor late arrivals, OTA (On-Time Arrival) performance, trip closures, and geofence compliance.
• Verify transportation records for accuracy, completeness, and compliance with company policies.
• Maintain compliance scorecards and testing trackers.

Incident & CAPA Management

• Review logistics-related incidents and accidents.
• Verify severity classification, investigation records, corrective actions, and closure status.
• Ensure proper incident closure communication is maintained.
• Monitor implementation of CAPA (Corrective and Preventive Action) plans and ensure the latest approved CAPA templates are utilized.

Vendor Compliance & Performance Management

• Conduct monthly vendor performance reviews against SLA and KPI requirements.
• Review vendor evaluation reports, meeting minutes, and performance discussions.
• Ensure transportation vendors comply with contractual and compliance obligations.
• Track and document operational issues, escalations, and improvement actions discussed with vendors.

Statutory & Vehicle Compliance

• Verify validity of statutory vehicle documentation
• Identify and escalate instances of expired or missing documentation.
• Ensure only compliant vehicles are deployed for operations.

New Cab Induction & Special Transport Requirements

• Review new cab onboarding documentation and approval workflows.
• Validate cab induction approvals from logistics stakeholders and management.
• Verify approvals and documentation for special business requirements, medical transportation, and special routes.

Challan & Penalty Monitoring

• Verify traffic challans and related penalties imposed on transport vendors.
• Validate supporting documentation and management approvals.
• Track penalty trends and support corrective actions with vendors.

EV Fleet Compliance

• Monitor EV (Electric Vehicle) attendance and utilization records.
• Conduct verification of vehicle deployment and actual usage.
• Support sustainability and fleet optimization initiatives through compliance monitoring.

Business Allocation Governance

• Review transportation allocation reports to ensure fair and approved work distribution among vendors.
• Validate allocation practices against contractual agreements and documented approvals.

Compliance Communication & Reporting

• Ensure quarterly penalty education communications are circulated to transportation vendors.
• Prepare monthly compliance dashboards, reports, and management summaries.
• Present compliance findings, observations, and recommendations to stakeholders.
• Support internal audits, compliance reviews, and remediation tracking.

Reporting & Governance

• Prepare monthly, quarterly, and ad hoc compliance reports and dashboards.
• Maintain compliance trackers and management review reports.
• Present testing outcomes, risk observations, and compliance metrics to stakeholders.

Training & Awareness

• Conduct compliance awareness sessions and refresher trainings.
• Support new joiner compliance induction programs.
• Promote compliance culture and policy awareness across logistics teams.

Required Skills & Competencies

Functional Skills

• Logistics and transportation operations
• Vendor management and governance
• Compliance auditing and testing
• Incident management and CAPA tracking
• Contract and invoice validation
• Regulatory and statutory document management

Technical Skills

• Advanced MS Excel
• Reporting and data analysis
• Compliance tracking tools
• Transportation management platforms (e.g., MyRydes/MoveInSync))
• Documentation and evidence management

Behavioral Competencies

• Strong analytical and investigative skills
• High attention to detail
• Problem-solving capabilities
• Stakeholder management
• Effective communication and report writing
• Ability to manage multiple sites and audits simultaneously

Preferred Qualifications

• 2-5 years of experience in logistics operations, transportation compliance, audit, vendor management, or operational risk/compliance functions.
• Experience in BPO/ITES/corporate transportation environment preferred.

Key Performance Indicators (KPIs)

• Logistics compliance score %
• Timely completion of monthly testing
• Vendor SLA compliance
• Closure of incidents and CAPAs within timelines
• Statutory document compliance rate
• Billing accuracy and exception management
• Audit observation closure rate
• Quarterly vendor compliance education completion
• No Observations in external audits