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.

2. 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.

3. 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.

4. 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.

5. 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.

6. 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.

7. 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.

8. 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