Logistics Controller

Job Description:

Job TitleLogistics Controller

LocationLusaka, Zambia

DepartmentLogistics

Reports ToGeneral Manager

• 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.

• 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.

• 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