Senior Associate - Outbound Logistics Commercial 6 Months Contract Only

Job description:

In this role, you will develop, review, and coordinate the planning, scheduling, and monitoring of logistics activities in alignment with the Logistics Operations and Planning departments—efficiently and effectively. This function is responsible for proactively planning and scheduling optimized logistics scenarios that balance quality and cost-effectiveness in transportation in alignment and integrated with the sales & operations plans. This ensures that logistics tasks are completed in accordance with established KPIs and expected planning dates, thereby meeting customer delivery requirements and quality standards. Once this plan is aligned and approved by management, it is essential to monitor the precise execution of export logistics with external suppliers as well as internal functions including allocation and CFS activities, among others. In the event of deviations, it should coordinate action plans (PDCAs) to align, rectify discrepancies, and deliver logistics outcomes as per the established plans.

This role will also assist part-time with developing and implementing logistics commercial strategies, identifying opportunities to optimize current Commercial processes and building relationships internally and with vendor partners.

Cross-Functional collaboration and working with other internal teams is a key an integral part of this role.

KEY ACCOUNTABILITIES:

Policies, Processes & Procedures

Primary objective:

Support the Logistics Commercial Leader in the planning and scheduling of shipping, trucking, freight forwarding, port activities, and ad-hoc logistics suppliers, including performance monitoring through KPIs and maintaining the associated databases for systems and tools.

• Accountable for developing logistics plans associated activities in collaboration with Logistics Operations team, as well as Planning and Sales teams, to balance value and customer delivery with costs across various time horizons which may comprise from longer-term multiannual planning into mid-term quarterly plans and shorter-term monthly, weekly activities. This scope is estimated to take around 60 to 70% of total function time during the year.

• Longer-term annual planning includes the support of preparations, adjustments and reviews, and development of logistics budget including all associated Logistics categories. And this involves the data analysis, spreadsheet preparations, multiple files organization, multiple data consistency checks and calculations for all associated numbers of costs and volumes organized by logistics regions and/or sales regions, types of equipment, logistics origins and destinations as part of EGA outbound logistics scope.

• Mid-term quarterly planning includes the support of preparations, adjustments and reviews, and development of quarterly updates for logistics budget in a very similar approach as per the annual planning activities above. It is also expected to support other quarterly rolling plans and routines when applicable in sync with planning department and Integrated planning requirements

• Short-term planning includes the support of developing monthly plans and weekly logistics schedule derived from the monthly plan breakdown, which includes weekly volumes categorized by region, sales (direct and indirect), port, freight forwarder, and transport mode (bulk or container), among others.

• Responsible for coordinating logistics risks and constraints, into the multiple planning time-horizons, particularly in the short-term execution in alignment with other logistics functions including Allocation and port CFS teams. In the event of significant deviations (typically exceeding 20%) during the execution month, should coordinate action plans (PDCAs) aimed at realignment, recovery of deviations, and achieving logistics outcomes in accordance with the plans.

• Assist line manager on the development, follow up and implementation of projects, liaising with Logistics Operations and other internal teams.

• Other key Logistics Commercial activities, related assignments, and ad-hoc duties: This scope is estimated to take around 30 to 40% of total function time during the year.

• Co-ordinating on export tenders, from identifying opportunities and analysing tender documents to coordinating cross-functional teams, preparing compliant and compelling bid proposals, and working on expanding the vendor base.

• Co-ordinating with internal departments, gathering requirements, and developing compelling, detailed RFQs to assist Sales in securing new business contracts and achieving sales targets followed by ensuring filing of these spot rates.

• Managing of contracts which includes:

• Understanding and rectifying of disputed invoices.
• Liaising between our Legal team and vendor on service agreements.

Performance Management

• Responsible to assist OBL leader in establishing and monitoring SMART Key Performance Indicators (KPIs) to track and evaluate overall performance.

• Managing deviations, analysing root causes and taking corrective actions

• Developing, maintaining datasets for this specific purpose

• Preparing executive and routine presentations slides for this matter

•  This applies for both scopes: Planning and Commercial activities

Administrative Activities: this which may change from times to times according to legislation, business requirements and Logistics capabilities and systems

• CBAM process coordination between FF vendors and Tax team.

• Support Sales teams with daily administrative tasks and activities as needed.

• Track and trace key customers (special cases) and/or implement Logistics solutions when required.

• Perform other ad-hoc logistics duties or assignments as directed by team management.

Training and Development

•  Assist OBL leader to the development and delivery of training programs are updated and that relevant staff in each section are provided with the required knowledge and skills

Systems and tools

▪ Develops, monitors and maintains the section business processes and procedures in compliance with the approved quality standards

•  Recommends improvements to respective SAP, tools, systems and AI agents as well as facilitate the implementation of its Road Map covering the outbound logistics.

Records / database Management

• Establishes a system or manual tools/spreadsheets for storing all logistics activities in a common area or repository to enable ease of access for future reference and to support other departments to access the documents (when necessary)

Customer Relationship

▪ Assist management to ensure that customer requirements relating to Export Logistics are fully, understood, addressed, implemented and maintained

▪ Assist management to ensure customer complaints are followed up on and approved action plans implemented within stipulated time and communicated to customer

▪ Assist management to ensure Export Logistics related contract review to support customer requirements are evaluated and aligned for planning/scheduling purposes

Annual Sales Planning (Budget from a Logistics perspective)

▪ Assist management to develop and later monitor the performance against budgets and planning KPIs so that areas of unsatisfactory performance are identified and rectified

promptly, and any opportunities are captured both for volumes and costs/value.

Coordination

▪ Regularly coordinates with the line manager to highlight any critical issues/challenges faced in the section to ensure these bottlenecks are cleared on time and operation continues as planned

▪ This function may support line manager to cover vacations of other Logistics peers within commercial area

Projects

▪ Assist line manager on the development, review and implementation of projects, liaising with Logistics Operations and other internal teams.

Sustainability

▪ Assist with the coordination of all suppliers involved including freight forwarders on the necessary sustainability activities and reporting are smooth, following the requirements with effective and efficient approach (for example: CBAM, but not limited to).

People Management

▪ Supervises the activities and work of subordinates by providing formal and informal feedback to ensure that all work within a specific area is carried out in an effective manner and in accordance with set individual targets

Relationship Management

▪ This is a key activity to manage relationships with process focus to deliver optimized results which coordinates activities with many stakeholders to enable effective logistics planning, scheduling and delivery.

Internal stakeholders

▪ Main: Logistics Operations (Allocation and Port CFS), Planning (Demand and Production), Sales (Regions and Inside sales)

▪ Others: Strategy, Governance-Documentation, Contract management, Finance, Tax, Technology, HC, etc. external stakeholders such as shipping lines, transporter companies, port authorities, freight forwarders, customers, etc

Safety, Quality & Environment

▪ Complies with all relevant safety, quality and environmental management policies, procedures and controls to ensure a healthy and safe work environment

AUTHORITY/ DECISION MAKING:

▪ Thinking within clearly defined policies, principles and specific objectives, under readily available direction.

▪ Work is subject to periodic review against targets with the delivery of medium-term results (next quarter and onwards), but also working and particular focus on the short-term within this quarter and current month of execution.

▪ Reports on a regular basis to line manager on logistics activities, challenges and issues faced; mitigations taken.

▪ Development of logistics planning activities, with appropriate escalation to management approval, as specified in EGA’s Delegation of Authority

QUALIFICATIONS & SKILLS:

Minimum Qualifications:

▪ Bachelor’s Degree in Operation Management or related specialisation

Minimum Experience:

▪ 5 - 10 years relevant experience in Export Logistics in a similar industry and including positions of progressively increasing planning and operations responsibilities