Deputy Lead- Transport

Key Responsibilities

1. Fleet Planning & Daily Transport Coordination

• Plan and coordinate daily fleet deployment in alignment with dispatch plans issued by the Lead Dispatch & Fulfilment.
• Ensure vehicle availability matches delivery schedules, routes, and load requirements.
• Coordinate with transporter supervisors and owners to resolve vehicle shortages, breakdowns, or late arrivals.
• Escalate risks that may impact OTIF, including vehicle unavailability, route constraints, or manpower gaps.

1. Transport Execution & Resource Optimisation

• Maximise utilisation of transport assets through effective routing, sequencing, and load consolidation.
• Identify and eliminate bottlenecks such as loading delays, poor slot adherence, or idle vehicle time.
• Monitor turnaround times and implement corrective actions to reduce dwell time and cost leakages.

1. Transporter Financial Management – A/R & A/P

• Own end-to-end A/P execution for transporters, including:
• Invoice collection
• Rate verification
• POD and trip sheet validation
• Manage A/R follow-ups where applicable (claims, recoveries, penalties).
• Ensure transporter invoices are:
• Accurate
• Contractually compliant
• Fully supported by documentation
• Resolve discrepancies within defined TATs before submission for approval.
• Coordinate closely with Finance and Audit teams to ensure clean reconciliations and on-time payments.

1. VIM Invoice Submission & Control Discipline

• Submit verified transporter invoices into Finance for booking and functional approval.
• Ensure no incomplete, unsupported, or incorrect invoice enters the VIM workflow.
• Track invoice status through approval and payment cycles and follow up on rejections or queries.
• Maintain a complete audit trail of all transporters financial transactions.

1. Transport Partner Relationship Management

• Maintain professional, execution-focused relationships with transport partners.
• Monitor transporter attendance, reliability, and service discipline.
• Address operational issues promptly while escalating chronic or contractual breaches through governance channels.

1. Performance Monitoring & Reporting

• Maintain dashboards covering:
• Vehicle availability
• Route adherence
• Delivery delays
• Transporter service performance
• Cost and utilisation metrics
• Submit structured daily, weekly, and monthly performance reports.
• Highlight risks, recurring failures, and improvement opportunities.

1. Compliance, Risk & Escalation

• Ensure transport operations comply with safety, legal, and company standards.
• Identify transport-related risks (delays, damages, documentation gaps) and escalate proactively.
• Support audits by providing accurate transport and financial records.

1. Continuous Improvement & Project Support

• Implement Lean and Kaizen initiatives to improve transport efficiency and cost control.
• Participate in transport-related improvement projects and cross-functional initiatives.
• Execute ad hoc transport tasks assigned by leadership, without compromising core controls.

KPIs, Scorecard & Deliverables

Core KPIs

• Vehicle availability vs plan (%)
• Transport cost per unit / per trip
• Transporter Invoice reconciliation TAT
• Number of invoice discrepancies / rejections

Scorecard Logic

• Daily: Fleet readiness and delay review
• Weekly: Transporter performance and cost review

Key Deliverables

• Daily fleet deployment plans
• Transporter performance dashboards
• A/P and A/R trackers
• POD and documentation logs
• Transport risk and escalation reports

AUTHORITY & BOUNDARIES

Authority

• Transport execution planning and coordination
• Transporter financial execution (A/R & A/P)

No Authority

• VIM invoice approval
• Final payment approval
• Commercial rate negotiation (unless delegated)
• Policy or SOP ownership