Logistics Controller at Precision Recruitment

Job Description:

Job Title: Logistics Controller

Location: Lusaka, Zambia

Department: Logistics

Reports To: General Manager

1. Job Purpose

Plan, coordinate and control inbound and outbound logistics and the company vehicle fleet, ensuring goods, documents and people are moved safely, legally, cost-effectively and on time. Maintain accurate records, coordinate internal stakeholders and service providers, and provide timely information to support operational decisions.

2. Key Outcomes

Goods are collected, cleared and delivered reliably and on time.

Company vehicles, drivers and outsourced transport are used efficiently.

Fleet vehicles are roadworthy, compliant and supported by accurate records.

Fuel, maintenance, clearing and transport costs are controlled.

Schedules, reconciliations and management reports are accurate and up to date.

3. Key Duties and Responsibilities

3.1 Inbound Logistics and Clearing

Plan and track inbound shipments from supplier dispatch through clearing to receipt at the designated company location.

Coordinate clearing agents, transporters, suppliers, Stores and Finance to ensure complete documentation and prompt clearance.

Obtain and compare transport and clearing quotations, recommending options based on cost, reliability and delivery lead time.

Identify delays or exceptions early, escalate risks and communicate revised timelines to affected stakeholders.

Verify transport and clearing documents and check service-provider invoices against approved quotations and completed work.

3.2 Outbound Logistics and Customer Deliveries

Plan and manage deliveries for customer orders, inter-branch transfers and other authorised movements.

Update the daily open-order delivery schedule, prioritising deliveries with Sales, Stores and Finance.

Coordinate routes, loads, drivers and vehicles to maximise utilisation and meet agreed delivery dates.

Check goods and dispatch documents; ensure proof of delivery is returned, filed and followed up.

Communicate delivery status, delays, damages, shortages and customer-service issues and support timely resolution.

Monitor courier services and third-party transport against agreed service and cost expectations.

3.3 Fleet and Driver Control

Control the delivery and general vehicle fleet, including allocation, availability and authorised use.

Maintain a vehicle-use register showing allocated user/driver, dates, destinations, purpose, odometer readings and mileage.

Monitor fuel consumption and vehicle use, reconcile records, investigate unusual variances and report exceptions.

Schedule preventative servicing and coordinate repairs to minimise downtime.

Monitor fuel, maintenance, tyres, repairs and other fleet running costs.

Keep road tax, fitness certificates, insurance, licences and other statutory or company requirements valid and accessible.

Administer vehicle tracking, fuel cards (including TOM cards) and toll-gate cards; reconcile usage and help prevent misuse.

Arrange inspections and ensure defects, accidents, fines and incidents are recorded, reported and addressed.

Coordinate driver schedules and reinforce safe-driving, vehicle-care and fleet procedures.

3.4 Controls, Records and Reporting

Maintain accurate electronic and physical records for shipments, deliveries, fleet compliance, maintenance, fuel and service providers.

Prepare daily, weekly and monthly reports covering performance, costs, exceptions and corrective actions.

Support budgets and cost control by maintaining current rates and analysing logistics and fleet expenditure.

Follow approval procedures, procurement controls, health and safety requirements, and applicable transport and road regulations.

Identify improvements to routes, processes, controls and supplier performance that reduce cost or improve service.

4. Key Working Relationships

Internal: General Manager, Sales, Stores/Warehouse, Finance, Procurement, branches, vehicle users and drivers.

External: Clearing agents, transporters, courier companies, vehicle workshops, insurers, tracking providers, fuel-card providers and regulatory authorities.

5. Performance Measures

Delivery service: On-time deliveries, completed proof-of-delivery records and resolved delivery exceptions.

Cost control: Transport, clearing, fuel and fleet costs monitored against budget or approved rates.

Fleet availability: Vehicle uptime, scheduled servicing and prompt closure of defects and repairs.

Compliance: Valid road tax, fitness, insurance and licences; complete vehicle and driver records.

Control and accuracy: Accurate schedules, fuel reconciliations, mileage records and monthly reports.

Safety: Accidents, incidents and unsafe conditions reported and addressed; driver procedures followed.

6. Qualifications and Experience

Grade 12 certificate or equivalent.

A diploma or other relevant qualification in Logistics, Supply Chain, Transport or Fleet Management is preferred.

At least three years’ relevant experience in logistics, transport coordination, distribution or fleet administration; multi-site trading or agricultural-input experience is advantageous.

Working knowledge of clearing processes, transport documentation, vehicle compliance and basic fleet cost control.

Proficiency in Microsoft Excel, email and record-management systems; ERP and vehicle-tracking experience is advantageous.

Valid driver’s licence.

7. Skills and Competencies

Strong planning, scheduling, coordination and follow-through.

Attention to detail and commitment to accurate records.

Commercial awareness and ability to compare quotations and control costs.

Clear communication and effective coordination across departments and service providers.

Ability to prioritise under pressure, solve operational problems and escalate risks promptly.

Integrity, accountability, safety awareness and responsible handling of company assets.

Ability to analyse fuel, mileage, maintenance and delivery data and present concise reports.

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