The Transport and Mailing Officer will be responsible for coordinating and overseeing the company’s daily transport and mailing operations. The role will ensure the efficient utilisation of vehicles, drivers, and transport resources, while coordinating the timely and cost-effective collection, dispatch, and delivery of goods, documents, and mail. The position will also ensure that all transport and mailing activities are carried out safely, efficiently, and in compliance with applicable health, safety, transport, and company regulations and procedures.

 KEY RESPONSIBILITIES:

·       Coordinate daily transport and mailing operations, including vehicle scheduling, driver assignments, collections, dispatches, deliveries, and the handling of incoming and outgoing mail and documents.

·       Plan and monitor deliveries and routes to ensure the timely, safe, and cost-effective movement of products, documents, mail, and other items.

·       Manage fleet operations by monitoring vehicle availability, condition, utilization, maintenance, inspections, licensing, insurance, and overall operational readiness.

·       Coordinate and monitor drivers, including schedules, attendance, leave, assignments, documentation, performance, and compliance with company policies and applicable road traffic regulations.

·       Ensure health, safety, and regulatory compliance across all transport and mailing activities, including vehicle inspections, driver requirements, safety procedures, and statutory obligations.

·       Monitor fuel consumption, vehicle operating costs, and transport expenses, identifying opportunities to improve efficiency and reduce operational costs.

·       Coordinate the mailing and courier function, ensuring that correspondence, parcels, documents, and other items are accurately recorded, securely handled, and dispatched or delivered within required timelines.

·       Resolve operational issues relating to vehicle breakdowns, delivery delays, accidents, incidents, missing or delayed mail, and other transport or mailing-related matters, implementing appropriate corrective actions.

·       Maintain accurate records and prepare operational reports covering fleet availability, maintenance, fuel consumption, driver compliance, deliveries, mailing activities, expenses, and key performance indicators.

·       Liaise with internal and external stakeholders, including warehouse and sales teams, drivers, customers, suppliers, courier providers, and service providers, to ensure efficient transport and mailing operations.

 

PREREQUISITES:

·       Diploma/ Degree in Logistics, Transport Management, Supply Chain Management, Business Administration, or a related field which is acceptable by the Board.

·       Minimum 3 years of relevant experience in transport, logistics, fleet management, distribution, or a similar operational role.

·       Proven experience in coordinating drivers, vehicles, deliveries, and fleet operations.

·       Experience in mailing, courier, dispatch, or document-handling as well as logistics operations will be an advantage.

·       Good Knowledge of road traffic legislation, transport regulations, fleet management, and health and safety requirements.

·       Good working knowledge of Microsoft Office, particularly Excel, Word, and Outlook.

·       Experience using fleet, transport, logistics, or tracking management systems will be an advantage.

·       Valid & clean driving license appropriate to the company’s operational requirements will be an advantage.

·       Ability and willingness to work flexible hours, including early mornings, evenings, weekends, or public holidays when operational requirements demand.

SKILLS:

·       Strong planning, scheduling, and organisational skills.

·       Excellent coordination and time-management skills.

·       Strong problem-solving and decision-making abilities.

·       Good knowledge of fleet and transport operations.

·       Good analytical and numerical skills, particularly for monitoring fuel consumption, costs, vehicle utilisation, and operational performance.

·       Strong communication and interpersonal skills, with the ability to liaise effectively with drivers, employees, customers, suppliers, and service providers.

·       Ability to manage and supervise drivers and ensure compliance with company procedures and safety requirements.

·       Strong record-keeping and reporting skills with a high level of attention to detail.

·       Ability to work under pressure, manage competing priorities, and meet strict delivery deadlines.

·       High level of integrity, accountability, confidentiality, and safety awareness.

·       Proactive, practical, and solution-oriented approach to operational challenges.

·        Strong customer-service orientation and commitment to service quality.