Operations Assistant - Lusaka - Lusaka, Zambia
- Harare, Zimbabwe
|Job Location||Lusaka, Zambia|
|Company Type||Transport, shipping and logistics|
|Job Role||Operations Assistant - Lusaka|
|Employment Type||Full Time|
|Monthly Salary||Negotiable based on experience|
|Career Level||Middle Management|
|Years of Experience||5|
|Residence Location||Lusaka, Zambia|
|Degree||Any relevant qualification|
The Operations Assistant helps by ensuring efficient, profitable and professional running of the Operations Department of the companies fleet of trucks in Zambia.
The scope of responsibilities of the Operations Assistant includes assisting in the management of the operations team on day-to-day activities, overseeing all tasks for the Operations Department with the Operations Mananer of the Company, taking ownership, being cost effective and contributing to ensure the smooth running of the Operations Department whilst protecting and promoting the Company brand/image.
Outline of duties:
Retaining and acquiring business through exceptional service delivery and relationship building:
Maintaining standardized policies and procedures of operations across the department;
Performing regular operational audits to ensure compliance and providing month end/ quarterly reports;
Coordinating with the Operations Manager and Assistants Team work, delegating and splitting tasks, in order to ensure the department runs smoothly:
Developing and leading a cohesive team capable of planning and executing day-to-day activities in a safe, professional, efficient and cost effective manner;
Managing human resources performance (Operations staff & Drivers] and development to optimize utilization;
Assisting in commercial and contractual negotiations:
Effectively managing and liaising with stakeholders, both internal and external: Update customers on the position of the cargo as and when changes take place;
Update Customer specific delivery details when needed and/or required with the use of Magic Eye and FMS;
Ensure cargo is allocated to trucks with due consideration to customer requirements and nature of the cargo;
Ensure required arrangements are in place at all times for timely loading and offloading of cargo;
Ensure required funds for each trip are issued by cashiers as agreed with management:
Coordinate with the operations team on the loading and offloading of trucks in in Zambia (warehouses, internal depot, customer designated locations, or specific requests from government authorities, etc.);
Ensure required arrangements are made and communicated to the relevant operations staff to enable late release and offloading of trucks - this includes weekends/holidays:
Ensure requirements for specific loads have been communicated to drivers and follow up to ensure all instructions are followed;
Monitor and report on truck movements to ensure shortest possible round trip times with consideration to destination;
Monitor satellite tracking to identify drivers “not moving” and or any problems with reporting of satellite units: Ensuring compliance with relevant legislation including HR requirements and internal policies.
Liaise and coordinate with HR Department, regarding the control of drivers documents validity, ensuring Proof of Delivery documents are collected from all drivers and all records are updated: Support and liaise with HR Department in regards with driver grievances and concerns:
Assist to ensure all employees are aware of Health and Safety and carry out daily tasks in the safest possible working environment;
Use Magic Eye to record all violations of the company policy for drivers as a tool to ensure performance is managed;
Use Magic Eye to ensure adequate fatigue management and health and safety of the driver, truck and cargo is maintained at all times and on all routes;
Liaise with representatives in Malawi, Zimbabwe and Mozambique to ensure that all issues are dealt with, response times remain quick and that border clearances and turnaround of trucks remain high priority:
Report to Management/Legal and HR Departments any deviation from regulations and/or any misconduct by any driver, in order to ensure corrective actions and/or disciplinary proceedings where necessary:
Liaise and coordinate at all times with port and/or customs and/or road authorities procedures as relates to the company and the movement of our trucks:
Liaise with Documentation Department and/or legal Department and ensure that the trucks have got valid documents, insurances, licenses and inspections:
Monitor and supervise operations team, in order to ensure that all movements by trucks are Updated accurately in FMS and Magic Eye:
Contribute for the continuous development of FMS and Magic Eye operational modules ta benefit and reduce wasted time;
Ensure Magic Eye and FMS are used to their full functionality which allows for full control of the fleet at all times and full visibility and risk management;
Report any accidents, thefts, fines or breakdowns to either Legal Department and/or Workshop and ensure that all legal interests are followed up;
Skills and proven experience of managing a large fleet of heavy duty vehicles, and leading a large team,
Aggressive focus on maximizing business and turnaround.
Proactive, and take the initiative; have the ability to carry, and meet multiple objectives and deadlines, with a proven track record of strong performance.
A minimum requirement of 5 years’ work experience in an international organisation preferably logistics.
MUST MUST have visionary leadership abilities and should be able to stand as second in command (2IC).
Advanced IT skills, and in particular excel, along with strong systems use is an added bonus.
Operations SupervisorOut of Harare,Zimbabwe
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