1. JOB PURPOSE & MAIN MISSIONS:

• Ensure all matters concerning the fleet are handled on time both within the Workshop and Upcountry to ensure maximum turn around.

2. MAIN TASKS AND RESPONSIBILITIES DETAILS:

• Manage the team (N-1) including Fleet drivers, Workshop and Subcontracted Transport
• Inform N-1 of the entity strategy/evolutions and communication on required alignments
• Build & adapt the logistics services offer according to market situation or market anticipation, capacity of the organization, profitability and associated risk level in coordination with Sales department and General Management
• Monitor quality of service of the Uganda fleet to generate the required turn truck around to achieve budget target (Kenya/EDRC/South Sudan) including KPI’s based on number of trips, number of containers delivered in time, number of trips/available truck
• Manage the operational relationship with Internal Departments or direct clients
• Receive instructions from the client (internal or external) prior to cargo delivery or collection (Mainly Aid & Relief clients)
• Inform the client (internal or external of delivery/ collection status)
• Alert the client in case of operational issue (potential/ real)
• Drive the deliveries for vehicle service while controlling overheads and Workshop costs
• Based on the received cargo delivery/ collection requests, prepare/ validate the operations planning and inform COMs and FOPs
• Track the fleet (via central GPS system) and ensure optimization of the mobilized means
• Organize and control the documentation transmission: Delivery proof (POD, RCN) to COM units and interchange to container Logistics Manager
• Liaise with QHSE for audit recommended actions implementation
• Analyze and focus on staff costs: casuals, extra- work
• Monitor and challenge workshop costs: Gas, Oil, Tyres etc.
• Implement any option that would allow decreasing costs (training for drivers, road selection)
• Report any operational issues (including cargo) to COMs/ FOPs in charge
• Request instructions in case of arbitrations to be rendered between cargo deliveries
• Alert N+1 in case of significant operational issue (impact on quality of service , invoicing, sensitive client)
• Inform N+1 and sales department of all quotation non-compliant with COM goals (gross margin, turnover, feasibility.)
• Identify and work on the issues raised during the files processing whatever in the responsibility scope or not.
• Receive work order from internal departments and generate the JMP accordingly

3. SUBCONTRACTED TRANSPORT

• Provide subcontracted transport for both internal and external needs with emphasis on service delivery, profitability and cost control
• Select the authorized subcontractors. The selection of subcontractors with risky profile (limited means or quality of service, weak financial situation, competitor…) must be submitted to COO validation
• Ensure all subcontract trucks fulfil contractual obligations in terms of performance and safety
• Closely liaise with the Transport Department as first choice transporter for all company delivery needs
• To collect and distribute all signed Waybills and empty interchange reports
• Provide reporting on the performance of the department
• Provide daily clear tracking reports to all internal or external clients as agreed
• To negotiate the best rates and provide effective solution for efficient transport provision
• To ensure that all transporters that are engaged have a signed transport agreement with BTL and have in place, adequate Goods In Transit license in accordance with policy
• Monitor the cost level of the department to have and protect the Group’s interests at all time

4. WORKSHOP

• Manage and distribute the day-to-day workshop administration activities including but not limited to procurement, stock management / control, job planning / preventive maintenance scheduling…
• Coordinate workshop daily meetings in conjunction with the Workshop Administrator and his/her foremen in order to plan the activities and assist in identifying / solving issues.
• Coordinate and supervise the utilization of the workshop software management system (MAXIMO and/or others). Ensure that data is entered in a timely fashion and accurately.
• Hold regular stock takes (quarterly minimum) in conjunction with Finance and reconcile the physical from the system records. Analyze the discrepancies and revert with the relevant explanations / corrective action plan.
• Manage the procurement process of spare parts, tires, oil & lubes requirements. Take direct ownership of the international procurement part. Ensure that we buy our spares at the best price possible without compromising on the quality.
• Ensure all the LPO books issued to the workshop are well controlled and accounted for.
• Manage and control the petty cash float issued to the workshop.
• Put in place regular benchmarking exercise to assess the price of spare parts.
• Identify and select the best vendors through a compliant process. Negotiate the best credit terms to the benefit of the organization
• Prepare weekly, monthly, quarterly reports as per management requirements.
• Be the Super-User of the workshop software management tools (MAXIMO and/or others).
• Assist in preparing procedures (SOPs) aiming at reinforcing the controls /security measures in the workshop, reducing the level of expenses, improving the workflow…
• Assist in monitoring and analyzing discrepancies / anomalies such as but not limited to cost per unit, price of spares…

5. REQUIRED SKILLS:

• Minimum – Degree in Business Administration, Supply Chain Management or its equivalent
• At least 5 yrs experience in running a fleet of more than 25 trucks
• Local knowledge of the East African Region
• Good knowledge of Microsoft office
• Experience in using Fleet Management Software (Ideally Telematix)
• Excellent communicator

6. PERSONAL QUALITIES REQUIRED:

• Natural leader
• Decision maker
• Team player
• Resilient
• Organised
• Open minded
• Strong admin and follow up skills
• Ability to drive a team to a common goal

7. SPECIAL SKILLS:

• Good record in supervising team members
• Knowledge of URA Customs Procedures
• Good computer knowledge in Microsoft Excel, Words and SPSS

8.KEY PERFORMANCE INDICATORS:

• Cost control
• 100% targets achievement on EbitDA and Utilization

Application Procedure

• Click “Apply to this Job” Green Button
• You will be redirected to the portal
• Scroll below the job Description
• Apply with the Application instructions provided.

Important Notice:                                                                    

• No payments are required for this application process.
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