Logistics Assistant at TakaTaka Solutions

Reports To: Logistics Coordinator

Job Purpose:

• The Logistics Assistant is responsible for coordinating and optimizing logistics operations to ensure the efficient collection, transportation, and delivery of waste materials to the respective Material Recovery Sites.

Key Responsibilities:

Fleet Management:

• Check live location via ControlTech and conduct hourly spot checks to ensure collections are proceeding as per schedule.
• Monitor daily collection trips to ensure they start on time and are completed in full without errors.
• Follow up hourly on the collection of new and sensitive clients to ensure timely service.
• Monitor drivers’ WhatsApp group for issues and liaise with concerned teams for swift resolution.
• Create geofences for all clients and generate daily reports on visited and missed clients.
• Track trips and raise weekly payment requests.
• Update kilometers covered on tracking and vehicle workshop documents.
• Compile lists of missed collections and plan for day trips.
• Notify customer care regarding client-related issues (delays/missed collections with a recovery plan).
• Maintain vehicle compliance trackers (NTSA inspection, speed governor certificates, insurance) and proactively raise requests one month before expiry.

Maintenance Coordination:

• Liaise with the Workshop Supervisor to obtain timelines for fixing trucks that may delay collections.
• Raise all float requests and coordinate with the designated float holder for swift payment.
• Log truck issues in the workshop log based on truck checks and ad hoc reports.
• Communicate issues to the workshop and follow up on repairs.

Route Optimization & Supervision:

• Maintain a list of all staff working, their routes, and attendance records.
• Visit routes to collect data for optimization, theft sensitivity, and efficiency improvements.
• Direct drivers to new client locations and ensure successful completion of the first three collections.
• Distribute route printouts and truck checklists.
• Investigate any property damage caused by collection trucks and ensure resolution within seven days.

Logging & Reporting:

• Update all collection issues raised by drivers in Google Sheets.
• Maintain trip logs for all trips, recording actual times and truck fullness.

Fuel & Staffing Management:

• Calculate fuel requirements for all trucks and allocate fuel to respective fuel cards.
• Conduct daily fuel consumption analysis per truck to identify trends and flag variances.
• Create staff schedules, including work, off, and leave days for drivers and loaders.
• Compile and schedule one-off requests and internal trips (e.g., buyback centers, dumpsite trips, vendor partners).
• Re-plan delayed or missed collection routes.

Key Performance Indicators (KPIs):

• Ensure 100% of daily collection trips start on time as scheduled.
• Coordinate with the Workshop Supervisor to secure 100% repair timelines for delayed collections within two hours.
• Direct drivers to new client locations and ensure 100% successful first three collections.
• Generate daily reports with at least 98% accuracy on client visits and missed collections.

Qualifications & Experience:

• Degree/Diploma in Business, Logistics, Supply Chain Management, or a related field.
• At least one year of proven experience in a logistics department, preferably in an administrative role.
• Knowledge of logistics software and tools.

Business Understanding:

• Understanding of Nairobi routes and its environs.
• Familiarity with NTSA and traffic rules and regulations.
• Proficiency in logistics software and tools.

Key Competencies:

• Strong mechanical aptitude and problem-solving skills.
• Knowledge of safety regulations and procedures.
• Ability to work in a physically demanding and fast-paced environment.
• Excellent communication, organizational, and multitasking skills.
• Attention to detail and accuracy in record-keeping.