Freight & Distribution Planner

Job Title                                                 Freight & Distribution Planner - Southern Africa                          

Designation                                          Individual Contributor

Reporting To                                         Logistics Specialist  Southern Africa                                     

Skip Level Reporting                          Head of Supply Chain  Africa

Function                                                Supply Chain

GJL                                                           GJL 2B

Location                                                 Durban , La Lucia

ABOUT UPL:

UPL is focused on emerging as a premier global provider of total crop solutions designed to secure the world’s long-term food supply. Winning farmer's hearts across the globe, while leading the way with innovative products and services that make agriculture sustainable, UPL is the fastest-growing company in the industry. Our successes in the field add up to powerful financials. UPL delivers results from protecting crops that translate into attractive investor value. Based on the recognition that humankind is one community, UPL’s overarching commitment is to improve areas of its presence, workplace, and customer engagement.

Our purpose is ‘OpenAg’. An agriculture network that feeds sustainable growth for all. No limits, no borders.

We are one team, for maximum impact. One team with shared goals. We have a laser-like focus on what our customers need and want, on anticipating their future needs, and on how we can create innovative solutions and experiences for them. We think outside the box and go beyond our comfort zone. We believe in agility, we mix the power of speed, with structure from process. And wherever we can, we always believe in having fun.

Role Summary

To provide safe, cost effective and efficient transportation to all stakeholders according to UPL SA business requirements. Plan, manage and control of Distribution & Logistics functions in the Sub-region of Southern Africa & Public Health including end to end Order Fulfilment activities.  Managing the day-to-day distribution operations aligned to demand, supply, inventory and distribution planning exceeding customers’ expectations. Customer Management, Cost Control, Hazardous Manufacturing, Road and Sea Freight Transportation & Operations knowledge is key. Cross functional team collaboration i.e. customer services, manufacturing, planning, warehousing and tolling is key to achieving the desired business results. Detailed understanding of Imports, Exports management and Documentation control is critical to this role in servicing UPL cross border & International Affiliates. An added advantage is Expert knowledge on National Road Transport Regulations for Dangerous Goods compliance as well as aligning Order Management with Distribution Planning and execution. Risk and compliance management of transportation of hazardous goods on national and international networks is key.  point of contact for incidents that may cause harm to people, the environment or infrastructure. Transport Control Tower, Cost  reduction and Warehouse & Distribution optimization experience is key, like =wise management of Transporters. Core KPI - Expense ratio to revenue of goods moved %, OTIF% by vendor in last leg.

Role Responsibilities

Financial

• Knowledge of and provide active inputs into  Transport Budgeting
• Detailed analysis  of  cost/unit & km spend and prevent  Road and Sea freight overspend  
• Oversee accurate  and in-time  PO and support document  generation  
• Co-ordinate with all departments to ensure that purchase orders on SAP are updated daily with actual freight costs. These include the following: Import PO, Tolling Freight, STO Freight, Local Shuttle freight.
• Ensure 100% verification and accuracy when updating POs on SAP
• Ensure that freight out transactions is captured  on iValua  daily and reports updated on the 
• Reconcile Ivalua transactions with transport quality system on the X drive.
• Capture and send out manifests and POs to transporters daily.
• Ensure close cooperation with finance department to ensure that costs are reconciled daily and accurate reports submitted on a weekly basis i.e. no billing errors or under absorption .
• Maintain SAP freight vendor lists and update automatic freight setup as required.
• Maintain accurate SAP data including transport T  lanes to  ensuring SAP integrity  
• Verify freight transactions and amount to correct GL accounts for shuttle movements and reconcile with finance on a weekly basis.
• Setup and retrieve reports from SAP and other Data sources and Dashboards for analysis.
• Updated or oversee load recon schedule for Sea Freight charges to finance monthly, these need to marry charges entered into SAP.
• Update and submit load recon schedule for road transport Freight charges to finance monthly,

Customer

• Ensure best Distribution Planning, aligned with commercial to meet customer requirements
• Ensure prompt responds to changing demand and aligning plan with execution to meet OTIF
• Considers all factors before making a decision, makes quick decision, when necessary, accepts consequences and risks involved.
• Ensures proper working of the routing tools with the Logistics Specialist and Warehouse & Distribution Manager – Africa
• Optimization of Routing & Scheduling tools by identifying gaps between functions and transport dispatching needs
• Build internal customer and 3PL relationships across the network for optimal customer service
• Ensure zero stock outs owing to transportation misses

Operations/Process

• Responsible for the daily scheduling, coordinating & administration of all road transport activities according to UPL SA best practices and, Road and  DG  legislation.
• Ensure accurate planning and execution of planned transport activities.
• Review   Billing from service providers and reconcile with accurate rates and cost charged.
• Planning, monitoring, reporting and managing inbound and outbound transport from internal & external depots, warehouses, production facilities and or any other point as required by UPL SA.
• Ensure all loads and the relative information is captured and reflects on the transport planning board daily including maximizing truck utilisation.
• Align with Commercial Planners and
• Control Cargo movements within specified standards linked to NRTA and transportation of dangerous goods.
• Provide effective and accurate status updates on vehicle movements to or from loading/offloading sites.
• Administration & rate costing of all freights costs daily on load reports on the   drive and on SAP.
• POD verification and filing.
• Ensure stringent Transporter adherence to DG and legislative requirements

Team Management

• Establishes and keep up to date with training programs, legislation, traffic acts and or changes in the dangerous goods industry in terms of logistics.
• Set, evaluate & maintain their performance according to goals & objectives as per the UPL SA performance management system.
• Organizes and develops experience sharing between UPL SA team members in warehousing, logistics & supply chain to minimize process bottle necks and ensure rapid response and resolution to challenges that arise in emergency situations.
• Continuously proposes & implements means to optimize the distribution network  activities.
• Ensure that all requirements for Safety & Quality are adhered to and managed as per given deadlines.
• Promotes safe behaviour in all areas of UPL Southern Africa Business.
• Sets up and reinforce the transport departments quality system.
• Overall support on ad hoc projects
• Drive and maintain effective cost control management to ensure logistics budget is achieved in line with UPL SA’s targets, goals & objectives.

Imports and Exports

Imports

• Co-ordinate all import shipment transport, providing status updates to warehouses and supply chain.
• Ensure that the import procedure and documentation is correct as handled by UPL SA agent.
• Maintain import delivery schedule with transport company.
• Organize the logistic documentation from agent to destination.
• Effective communication with shipping agents, transporter and customers to ensure delivery dates are met.
• Control import logistics documentation as per the statutory requirements. Update SAP system for operational and financial transactions.
• Manage and control the billing of import files and invoicing local transport quality system.
• Manage and  prevent detention and demurrage.
• Ensure import data is captured, tracked & analysed on UPL SA transport quality system.

Exports

• Co-ordinate all Export shipment transport, providing loading schedules & updates to warehouses, supply chain, production and forwarding agents.
• Monitoring and checking of Navis System with transporter for firming stack dates then communicating to warehouse and export coordinator.
• Ensure all documentation is completed and submitted to the agent by the warehouse.
• Control Export logistics documentation as per the statutory requirements. Update SAP system for operational and financial transactions.
• Manage and control the billing of export files and invoicing local transport quality system.
• Ensure export data is captured, tracked & analysed on UPL SA transport quality system.

Responsibility Weightage and % of Time Spent Matrix

Responsibility

Weightage

% of Time Spent

Strategic

10%

Tactical

50%

Routine

40%

Internal Stakeholders

Finance team: 

Provide monthly recons and invoices for TSP’s.

Manufacturing and Operations

Provide delivery status and tracking reports / action requests for transport from various internal stakeholders.

Commercial Services:

Provide tracking details / delivery related info / provide status reports / Load allocations from commercial manager/Early Warnings.

External Stakeholders

TSP

Agents

Carriers

Suppliers

Knowledge, Skills and Experience Required

Technical Requirements:

• Diploma or Degree in  Transport Economics , Transportation, Diploma in Supply Chain.
• Formulating and consolidating of Purchase Actions and strategies.
• Strategic thinking and problem-solving methodologies, Management of Change.
• Experience in Cost  Accounting is advantageous
• 3 to 5 years’ experience in a  Planning and /or Supervisory / junior / middle management capacity
• Experience in the following industries would be advantageous: Agro Chemical, Petro chemical
• Transportation of Hazardous products
• Computer knowledge of all MS package & SAP
• Knowledge of ports and road transport networks & operations and clearing and forwarding
• Experience with Import & Export transport process
• Understanding of  Distribution Networks,  process flows and procedures.

Behavioural Requirements:

• Planning, coordination, and management skills
• Ability to Adapt to Rapidly changing scenarios.
• Focus on delivery results & process optimization and continuous improvement.
• Professional level of spoken and written English
• Cross functional communication skills
• Supplier relationship Management
• Strong planning and problem-solving skills.
• Strong analytical skills
• Methodical with attention to detail
• Collaboration across multi stakeholders internal & external
• Strong written or oral communication
• Strong Interpersonal Skills
• Function effectively in a highly pressurized environment.

UPL Competencies 

• Adaptability & Resilience

Recognizes and is open to changing circumstances and alters behavior and scales up as necessary; increases personal awareness and appreciation of individual and cultural differences to create an open, inclusive, and accepting workplace.

• Entrepreneurial Mindset 

Has a creative mindset and ability to think holistically, takes calculated risks and maximizes opportunities?

• Results Orientations

Acts, pursues goals with persistence and achieves results; communicates goals and vision to the team to drive enthusiasm and ambition.

• Execution Excellence

Enhances the speed of execution and builds efficiency in processes, systems, and people; has sharp focus on quality-orientation.

• Strategic Orientation

Demonstrates knowledge of the social, economic, and environmental factors and how they impact the business. Identifies key issues that could impact the business and develops strategy through an analytical lens / design thinking.

• Building Teams and Talent

Empowers colleagues through knowledge sharing and delegation, quickly establishing rapport; provides recognition for achievements and accomplishments.

• Customer Centricity

Understands the customer needs and pain points, fulfills the needs and expectations by focusing on creating value for customers.