Freight & Distribution Planner - Southern Africa

Freight & Distribution Planner – Southern Africa

Company: UPL South Africa (Pty) Ltd
Department: Supply Chain
Job Title: Freight & Distribution Planner – Southern Africa
Reporting To: Logistics Specialist – Southern Africa
Skip-Level Manager: Head of Supply Chain Southern Africa
Job Type: Individual Contributor
Location: Southern Africa

Role Purpose

The Freight & Distribution Planner is responsible for managing and coordinating transportation, distribution, and logistics activities across Southern Africa in a safe, compliant, cost-effective, and customer-focused manner. The role ensures efficient end-to-end order fulfilment, inventory movement, inbound and outbound logistics execution, and import/export transportation management.

The incumbent works closely with Customer Service, Manufacturing, Planning, Warehousing, Finance, Transport Service Providers (TSPs), and Logistics Partners to achieve service excellence, cost optimization, regulatory compliance, and operational efficiency while ensuring adherence to dangerous goods transportation requirements and statutory regulations.

Key Accountabilities

1. Transportation Planning & Distribution Management

• Schedule, coordinate, and manage daily road transport activities across Southern Africa.
• Plan and monitor inbound and outbound shipments from production facilities, warehouses, depots, tollers, suppliers, and customers.
• Ensure all transport loads are accurately recorded and reflected on the transportation planning system.
• Provide real-time transport tracking and shipment status updates to internal and external stakeholders.
• Manage transport scheduling to achieve on-time and in-full (OTIF) delivery performance targets.
• Ensure compliance with National Road Traffic Act (NRTA) requirements and Dangerous Goods transportation regulations.
• Continuously identify opportunities to improve transport utilization, efficiency, and service levels

2. Logistics Cost Control & Financial Administration

• Monitor and manage freight expenditure to support logistics budget targets.
• Reconcile transport costs against approved rates and service agreements.
• Update and maintain freight-related Purchase Orders (POs) within SAP with a high level of accuracy.
• Process freight transactions through SAP, Ariba, and related business systems.
• Prepare freight reconciliations and monthly cost reports for Finance.
• Verify freight charges against General Ledger (GL) allocations.
• Maintain freight vendor master data and freight configuration structures in SAP.
• Analyze logistics and transportation cost trends and recommend cost-saving initiatives

3. Import and Export Logistics Coordination

Imports

• Coordinate inbound shipments and transportation from ports to warehouses and facilities.
• Manage import delivery schedules with logistics providers.
• Ensure complete and accurate import documentation and customs compliance.
• Control import file billing and transportation invoicing.
• Track and report shipment status across the inbound supply chain.
• Manage detention and demurrage processes to minimize exposure and cost.
• Maintain accurate import logistics data and reporting systems.

Exports

• Coordinate export transportation schedules with warehouses, production teams, and forwarding agents.
• Monitor vessel stack dates and shipping schedules.
• Ensure all export documentation complies with statutory requirements.
• Manage export shipment billing and transportation costing.
• Maintain visibility and reporting of export logistics activities.
• Support cross-border and international affiliate shipments

4. Customer Service & Stakeholder Management

• Build and maintain effective relationships with customers, transporters, carriers, warehouses, and agents.
• Provide timely communication relating to shipment status, delivery issues, and transportation performance.
• Work collaboratively with cross-functional teams to ensure service excellence.
• Resolve transportation issues, delays, and service failures efficiently.
• Support commercial teams with delivery visibility and transport planning information.
• Maintain professional relationships with loading and offloading sites and key logistics stakeholders

5. Compliance, Risk & Safety Management

• Ensure full compliance with transportation regulations and company procedures.
• Support safe handling and movement of hazardous and dangerous goods.
• Act as a key contact for logistics incidents impacting people, assets, infrastructure, or the environment.
• Maintain transportation quality systems and logistics control measures.
• Ensure all safety, quality, and compliance requirements are met.
• Promote a strong safety culture throughout logistics operations.

6. Continuous Improvement & Operational Excellence

• Identify and implement logistics process improvements.
• Support supply chain optimization initiatives.
• Drive best practices in transportation planning and execution.
• Participate in logistics projects and business improvement programs.
• Share knowledge across supply chain, logistics, and warehousing functions.
• Contribute to operational efficiency and service delivery improvements

Key Performance Indicators (KPIs)

• OTIF (On Time In Full) Delivery Performance
• Freight Cost as Percentage of Revenue
• Transport Budget Adherence
• Logistics Cost Optimization
• Import & Export Compliance Rate
• Shipment Visibility and Tracking Accuracy
• SAP Transaction Accuracy
• Freight Invoice Reconciliation Accuracy
• Dangerous Goods Compliance
• Customer Service Levels
• Detention and Demurrage Cost Management
• Transport Provider Performance Management

Stakeholder Management

Internal Stakeholders

• Supply Chain
• Logistics
• Manufacturing
• Operations
• Finance
• Commercial Services
• Warehousing
• Customer Service
• Planning Teams

External Stakeholders

• Transport Service Providers (TSPs)
• Warehouse Service Providers (WSPs)
• Shipping Lines
• Freight Forwarders
• Clearing Agents
• Carriers
• Suppliers
• Customers
• Regulatory Authorities

Education & Experience

Minimum Qualifications

• Diploma in Logistics and Transportation; or
• Diploma in Supply Chain Management

Preferred Qualifications

• Relevant qualification in Logistics, Supply Chain, or related discipline.
• Dangerous Goods Transportation certification (advantageous).

Experience

• 3 to 5 years logistics, transportation, or supply chain experience.
• Experience within agrochemical, chemical, petrochemical, or related industries advantageous.
• Practical experience with:
• Transportation planning
• Road freight operations
• Import and export logistics
• Hazardous goods transportation
• SAP systems
• Freight costing and reconciliation
• Clearing and forwarding operations

Technical Competencies

• Transportation Management
• Freight Planning & Scheduling
• Distribution Management
• Import & Export Logistics
• Dangerous Goods Compliance
• SAP ERP Systems
• Ariba
• Logistics Financial Management
• Cost Analysis & Reporting
• Inventory & Supply Chain Planning
• Route Optimization
• Vendor Management
• Logistics Analytics
• Microsoft Office Suite (Advanced Excel preferred)

Behavioural Competencies

• Planning and Organising
• Attention to Detail
• Analytical Thinking
• Problem Solving
• Communication Skills
• Stakeholder Management
• Customer Focus
• Team Collaboration
• Adaptability and Resilience
• Results Orientation
• Decision Making
• Continuous Improvement Mindset
• Ability to Perform Under Pressure
• Supplier Relationship Management

Time Allocation

UPL Leadership Competencies

• Adaptability & Resilience
• Entrepreneurial Mindset
• Results Orientation
• Execution Excellence
• Strategic Orientation
• Building Teams & Talent
• Customer Centricity