Logistics Controller

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.