Logistics Handling Operations Administrator East Africa job at CEVA Logistics

Background information about the job or company (e.g., role context, company overview)

CEVA Logistics provides global supply chain solutions to connect people, products, and providers all around the world. Present in 170+ countries and with more than 110,000 employees spread over 1,500 sites, we are proud to be a Top 5 global 3PL.

We believe that our employees are the key to our success. We want to engage and empower our diverse, global team to co-create value with our customers through our solutions in contract logistics and air, ocean, ground, and finished vehicle transport. That is why CEVA Logistics offers a dynamic and exceptional work environment that fosters personal growth, innovation, and continuous improvement.

DARE TO GROW! Join CEVA Logistics, and you will be part of a team that values imagination and continued learning and is committed to excellence in everything we do. Join us in our mission to shape the future of global logistics. As we continue growing at a fast pace, will you “Dare to Grow” with us?

YOUR ROLE

We are looking for an experienced Project Logistics Handling Operations Administrator to coordinate and manage logistics operations while ensuring exceptional customer service delivery for project-related activities.

Responsibilities or duties

Logistics Operations

• Coordinate and oversee project-related logistics activities, including transportation, warehousing, and delivery. Track cargo from the port of origin to the final destination.
• Assess which information and documentation is required immediately upon receipt of order/ documents to avoid delays in clearance and release. Ensure that all relevant letters for cargo are requested, followed up and received on time.
• Manage the scheduling and tracking of shipments to ensure timely delivery of goods and materials. Ensure follow-ups for accurate updates on progress of transport and customs clearance and subsequent update in the cargo tracking and physical file on a daily basis.
• Collaborate with internal teams, suppliers, transport companies, and other stakeholders to optimize logistics processes. Ensure that all shipping documents received are correct / tallying before forwarding to Declaration team for further action.
• Analyze client documentation and ensure correct billing is done in a timely manner. Maintain a monthly extra costs monitoring report.
• Maintain strong organizational skills to ensure tasks are completed within rigorous deadlines.
• Ensure compliance with the Company regulations and standards.

Customer Service

• Act as the primary point of contact for customer inquiries related to Project logistics.
• Provide timely updates to customers on shipment statuses three times a week.
• Handle and resolving questions / complaints from clients in a timely and satisfactory manner. Respond to any queries within 6 hours.
• Maintain strong relationships with customers by addressing their needs and concerns promptly and professionally.
• Coordinate with internal teams to ensure customer requirements are met efficiently.
• Ensure that final confirmation of extra charges or no Extra charges from our sister companies are communicated to the clients 2 hours from receipt of the email. Inform the client immediately of payments that must be effected prior to release of incoming shipments, allowing the client to make Preparations to pay prior to arrival.
• Any loss/ damage is communicated to the client under the guidance of the Legal Team immediately and not later than 12-hours after incident is reported as per the laid down procedures.
• Schedule monthly client Visits with Clients and informative client visit reports to the supervisor and other required parties within 48 hours.

Administrative Duties

• Manage proper and timely file Openings (Both in the system and physical files) for all clients allocated. Ensure for every file that all communication, correspondence & file related documents are filled/scanned as per laid down procedure / format and maintained in the file at all times. Ensure files are opened accurately in Cargo wise and TMS latest 6 hours from receipt of shipping documents or pre-alerts and files closed within 48hours of delivery. And ensure Zero errors in opening files.
• Generate regular monthly reports on logistics performance and customer service metrics for supervisor’s review.

Debt Collection Support

• Assist the Credit Control team in debt collection efforts, promoting timely client payments.

Adhoc Duties

• Performs any other duties that may from time to time be assigned by the line Manager and dotted supervisors.

Qualifications or requirements (e.g., education, skills)

• Bachelors degree in Transport & Logistics Management or any other related course.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in logistics management software and tools.
• Ability to work under pressure and meet tight deadlines.
• Problem-solving and analytical skills to address operational challenges effectively.
• Excellent presentation skills is important for collaborations with key clientele and other key stakeholders.

Experience needed

• A minimum of Two (2) years working experience in logistics operations, customer service, or project administration.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

As a global organization, and as part of the CMA CGM Group, diversity is critical to our business success; only when we can reflect the cultures, languages, behaviors and local knowledge of our customers, we can succeed. By employing people with different experiences and abilities, we expand our knowledge and increase our creativity and innovation.

• Coordinate and oversee project-related logistics activities, including transportation, warehousing, and delivery. Track cargo from the port of origin to the final destination.
• Assess which information and documentation is required immediately upon receipt of order/ documents to avoid delays in clearance and release. Ensure that all relevant letters for cargo are requested, followed up and received on time.
• Manage the scheduling and tracking of shipments to ensure timely delivery of goods and materials. Ensure follow-ups for accurate updates on progress of transport and customs clearance and subsequent update in the cargo tracking and physical file on a daily basis.
• Collaborate with internal teams, suppliers, transport companies, and other stakeholders to optimize logistics processes. Ensure that all shipping documents received are correct / tallying before forwarding to Declaration team for further action.
• Analyze client documentation and ensure correct billing is done in a timely manner. Maintain a monthly extra costs monitoring report.
• Maintain strong organizational skills to ensure tasks are completed within rigorous deadlines.
• Ensure compliance with the Company regulations and standards.
• Act as the primary point of contact for customer inquiries related to Project logistics.
• Provide timely updates to customers on shipment statuses three times a week.
• Handle and resolving questions / complaints from clients in a timely and satisfactory manner. Respond to any queries within 6 hours.
• Maintain strong relationships with customers by addressing their needs and concerns promptly and professionally.
• Coordinate with internal teams to ensure customer requirements are met efficiently.
• Ensure that final confirmation of extra charges or no Extra charges from our sister companies are communicated to the clients 2 hours from receipt of the email. Inform the client immediately of payments that must be effected prior to release of incoming shipments, allowing the client to make Preparations to pay prior to arrival.
• Any loss/ damage is communicated to the client under the guidance of the Legal Team immediately and not later than 12-hours after incident is reported as per the laid down procedures.
• Schedule monthly client Visits with Clients and informative client visit reports to the supervisor and other required parties within 48 hours.
• Manage proper and timely file Openings (Both in the system and physical files) for all clients allocated. Ensure for every file that all communication, correspondence & file related documents are filled/scanned as per laid down procedure / format and maintained in the file at all times. Ensure files are opened accurately in Cargo wise and TMS latest 6 hours from receipt of shipping documents or pre-alerts and files closed within 48hours of delivery. And ensure Zero errors in opening files.
• Generate regular monthly reports on logistics performance and customer service metrics for supervisor’s review.
• Assist the Credit Control team in debt collection efforts, promoting timely client payments.
• Performs any other duties that may from time to time be assigned by the line Manager and dotted supervisors.

• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in logistics management software and tools.
• Ability to work under pressure and meet tight deadlines.
• Problem-solving and analytical skills to address operational challenges effectively.
• Excellent presentation skills is important for collaborations with key clientele and other key stakeholders.

• Bachelors degree in Transport & Logistics Management or any other related course.
• Knowledge of international shipping regulations and procedures is an advantage.