Transport Clerk at Vector Logistics

Job Purpose

• To coordinate the onsite export requirements and ensure the customer receives the stock as per invoice through facilitation of drivers, supervising of deliveries, veterinary services and clearing agents, within agreed time frames.

Key Responsibilities

Transport Coordination:

• Oversee adherence to the allocation list and check that all trucks have allocated fleet numbers.
• Allocate the correct size of truck for delivery ensuring that it is used to capacity.
• Arrange vehicle permit requirements for Lesotho.
• Await the arrival of the final truck for the day and balance the fleet for use the following day.

Route Coordination:

• Check on the tonnage of the route, the number of customers on the route and any changes that need to be made.
• Receive a shipment and route number from the route planner.
• Create routes and allocate a daily schedule for nightshift in order to load the shipment numbers into the truck sequence.

Documentation Completion:

• Prepare invoices to be used at the Operations meeting by the Transport Controller.
• Consolidate a report indicating any reasons why invoices have been left at the customer.
• Obtain information from the tracking department and insert it into the report.
• Supervise drivers ensuring that they collect outstanding invoices from customers and receive the correct export documentation for SARS audits at the border.
• Receive all invoices and load them onto the system.
• Collate the export documentation packs and submit to the finance controller.
• Collaborate with the tracking department in order to ascertain the reason behind outstanding invoices.
• Deal with customers directly in resolving any issues that demand attention.
• Liaise with the Lesotho customer base for import permits and take ownership over allocating permits to the specific orders.
• Submit Veterinary documentation to the Dept. of Agriculture to book inspection.
• Complete Import permits and ensure all veterinary procedures are conducted in accordance with DAFF’s export requirements.
• Administer freight bookings.
• Administer all transportation documentation and POD’S.
• Arrange fuel orders.

Customer Liaison:

• Communicate with customers on a face-to-face level and telephonically, in order to understand any short payments or non-payment.
• Arrange pick-up and delivery times and points.
• Respond to customer queries regarding the timing of deliveries.
• Engage with customers to ensure that vehicles adhere to acceptable turnaround times.
• Follow up with customers in order to ensure that requirements are met completely.
• Check the list of drivers en route for delivery and contact drivers to determine if there are any delays.
• Keep customers informed and estimate the time they will receive goods.

Vehicle Maintenance:

• Oversee the team of cleaners to ensure that they keep trucks tidy on a regular basis.
• Inspect trucks daily to ensure that no damage has been caused.
• Ensure that trucks are sent for servicing when due.
• Inform drivers that kilometres must be documented daily.
• Check that kilometres reflected correspond with documented mileage, ensuring that the vehicles are optimally used.
• Monitor and identify areas that require attention and maintenance and report to the transport clerk accordingly.

Team Coordination:

• Hold meetings bi-weekly with the team in order to address problems encountered.
• Document reported issues and inform the Transport Controller accordingly.
• Notify the Export Planning department of any ongoing issues and make recommendations for corrective actions.
• Interact weekly with the clearing agents on ways of working at the border and implement any changes to stream the customs process.
• Manage absenteeism and leave procedures.
• Participate in disciplinary processes where required.
• Monitor timekeeping on the system (Best Time).
• Plan and coordinate leave strategically for drivers to ensure there is adequate capacity, being a minimum of 25 drivers.
• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning, prioritising and self-development.
• Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
• Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
• Support and drive the business core values.
• Manage colleagues and clients’ expectations and communicate appropriately.
• Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.
• Champion training and development of self through utilising available training opportunities or contributing to the development of new training solutions relating to product costing in collaboration with national training specialists.
• Participate in regular performance appraisals and ensure that own targets and goals are clear and achievable.
• Maintain a basic appreciation and awareness of employee relations climate and ensure corrective action is taken where required in line with relevant legislation and company policy.

Key Relationships

Internal:

• Vector transport and warehouse teams.
• Broader planning team.
• Export planning team.
• Transport administration team.
• Area sales managers.
• Call centres. 

External:

• Principal planning teams.
• Hauliers.
• Customers.
• Suppliers.
• Veterinary Officers.
• 3rd Party Service Providers.

Qualifications, Skills and Experience Required for the Job

Qualifications and Experience

• Diploma or Certificate in Transport and Logistics.
• Minimum of 3 - 5 years related experience.
• Experience in a FMCG logistics company would be advantageous.
• Experience in Exports and Veterinary Procedures would be advantageous.
• Code 14 Driver’s licence.

Skills and Competencies

• Verbal and written communication.
• Computer literacy (SAP and MS Office skills prerequisite).
• Interpersonal.
• Planning.
• Relationship management.
• Logical thinking.
• Analytical thinking.
• Numeracy.
• Organisational awareness.