Website Vector Logistics
We are a Supply Chain and Sales & Merchandising partner adding value to your business through a fully integrated, temperature controlled network in Southern Africa. But we are also more than that. We are people serving people. While we boast the best in tech and infrastructure, our people are our greatest resource. With our skilled, curious, can-do people at the forefront, our assets become your assets, our services your solutions.
We are a Supply Chain and Sales & Merchandising partner adding value to your business through a fully integrated, temperature-controlled network in Southern Africa.
But we are also more than that. We are people serving people. While we boast the best in tech and infrastructure, our people are our greatest resource. With our skilled, curious, can-do people at the forefront, our assets become your assets, our service your solutions.
Vector’s vehicle fleet includes a food industry first in ‘multi-temperature’ vehicles enabling the company to service business across frozen, chilled and ambient temperature zones on a single delivery.
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.
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 PoDs.
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 enroute 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 kilometers must be documented daily.
Check that kilometers 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, prioritizing 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 utilizing 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.
KPI’s
Fleet utilization and optimization of transport capacity.
Customer service and satisfaction levels.
Accuracy of both transport & all export documentation.
Preparedness of the fleet
Key Relationships
Internal
Vector transport and warehouse teams
Broader planning team
Export planning team
Transport administration team
Area sales managers
Call centers
External
Principal planning teams
Haulers
Customers
Suppliers
Veterinary Officers
3rd Party Service Providers
Qualifications And Experience
Qualifications, Skills and Experience Required for the Job
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 license
Skills And Competencies
Behaviour Standards
Be brilliant at the basics
Face the brutal facts
Smash the silos
Lead with integrity, respect and energy
Be curious and challenge change
Take accountability for results and people
Knowledge
Understanding vehicles, transport and fleet management practices
Knowledge of SAP
Vector business processes
Principals’ operations
Export Processes
Veterinary procedures with permits
Transport planning principles, practices and tools
Multiple key performance indicators, inter-relationships and bottom-line sensitivity
Skills
Verbal and written communication
Computer literacy (SAP and MS Office skills prerequisite)
Interpersonal
Planning
Relationship management
Logical thinking
Analytical thinking
Numeracy
Organizational awareness
Attributes
Tolerant of stress and pressure
Proactive
Attention to detail
Deadline driven
Able to plan ahead and manage time
Able to prioritize
Innovative and creative
We look forward to hearing from you!
