Logistics Assistant

Job Description

• REPORTS TO: Logistics Manager
• SUPERVISES: Junior Drivers / Loaders (as required)

• Fleet Coordination: Schedule and dispatch vehicles (trucks, pickups, and company vehicles) for the transportation of assembled vehicles, spare parts, and staff movement across branches.
• Route Planning: Plan optimal delivery routes to minimize fuel costs and ensure timely delivery of vehicles and parts to dealerships and clients.
• Driver Management: Assign duties to drivers, monitor driving hours, and ensure compliance with road safety regulations and Ghanaian traffic laws.
• Load Management: Ensure that vehicles are loaded correctly according to weight distribution and safety standards for the transportation of finished automobiles and components.
• Fleet Database: Maintain and update the digital fleet management database with accurate information on vehicle registration, insurance, roadworthy certificates, and service history.
• Fuel & Expense Tracking: Log all fuel consumption, toll fees, and maintenance expenses for each vehicle; generate weekly usage reports.
• Maintenance Logs: Keep detailed maintenance records for all company vehicles, tracking service intervals and repair histories.
• Incident Reporting: Document all vehicle accidents, traffic violations, and incidents; maintain a digital archive of incident reports.
• Preventive Maintenance: Schedule routine servicing (oil changes, tire rotations, brake checks) for the fleet to reduce downtime.
• Vendor Liaison: Coordinate with external mechanics and spare parts vendors for repairs; request and compare quotations to ensure cost-effectiveness.
• Inspection: Conduct pre-trip and post-trip inspections alongside drivers to identify mechanical issues before they escalate
• Documentation: Prepare and process Waybills, Delivery Notes, and Goods Received Notes (GRNs) for all outgoing and incoming logistics.
• Compliance: Ensure all vehicles possess valid insurance, DVLA roadworthy certificates, and necessary permits for interstate travel.
• Reporting: Prepare weekly and monthly logistical performance reports (fuel efficiency, downtime, delivery success rates) for management review.
• Procurement Support: Assist in the procurement of vehicle spare parts and consumables by managing inventory levels of essential items.

Required Skills or Experience

• Minimum: Diploma (HND) in Logistics, Supply Chain Management, Business Administration, or a related field.
• Preferred: Bachelor's Degree (BSc./BA) in the above-mentioned fields.
• 1 - 2 years of relevant experience in logistics, fleet management, or transportation coordination.
• Experience within the Automotive, Manufacturing, or Heavy Equipment industry is a distinct advantage.

• Database & Records Management: Proven ability to manage large databases with high accuracy. Proficiency in Microsoft Excel (VLOOKUPs, Pivot Tables) and logistics software.
• Computer Literacy: Proficient in MS Office Suite (Word, Excel, Outlook) and ability to learn internal ERP systems quickly.
• Detail-Oriented: High level of accuracy in handling invoices, delivery notes, and maintenance records.
• Communication: Excellent verbal and written communication skills (English). Ability to speak local Ghanaian languages (e.g., Twi, Ga, Ewe) is a plus.
• Problem Solving: Ability to troubleshoot logistical bottlenecks and mechanical issues under pressure.
• Organizational Skills: Strong ability to multitask, prioritize, and manage time effectively.