Logistics Assistant

Purpose of the Job

The Logistics Assistant provides administrative, documentation, and coordination support to ensure the efficient execution of importation, transportation, warehousing, and delivery activities. The role is responsible for managing logistics documentation, monitoring shipments and deliveries, supporting procurement and payment processes, coordinating with internal and external stakeholders, and maintaining accurate records to ensure timely and cost-effective logistics operations.

Key Responsibilities

Includes but not limited to:

1. Purchase Request (PR) Management

• Prepare and process Purchase Requests (PRs) related to onshore logistics activities, including trucking, customs clearance, warehousing, equipment rental, cargo handling, crane services, and other logistics requirements.

• Ensure completeness and accuracy of supporting documents prior to PR submission.

• Coordinate with end users, procurement, and finance teams regarding PR status and requirements.

• Monitor PR progress and provide updates until approval and issuance of Purchase Orders (POs).

2. Shipment Monitoring and Reporting

• Assist the Logistics Officer in maintaining and updating the Monday.com shipment monitoring dashboard.

• Ensure shipment information is updated accurately, including shipment status, estimated arrival dates, customs clearance progress, delivery schedules, and completion status.

• Assist to consolidate daily, weekly, and monthly logistics reports.

3. Delivery Order and Delivery Documentation Management

• Take the lead in the preparation, monitoring, and issuance of Post Delivery Orders (PDOs) and related delivery documents.

• Verify Delivery Receipts (DRs), Proof of Delivery (POD), and other logistics documentation submitted by service providers.

• Coordinate with site teams and end users to secure acknowledgement and confirmation of deliveries.

• Maintain organized records of delivery documents for audit and project documentation purposes.

4. Validation and Payment Support

• Assist in reviewing and validating service provider invoices against approved quotations, contracts, Purchase Orders, and completed services.

• Verify logistics charges, delivery records, and supporting documentation prior to payment processing.

• Coordinate with vendors and internal stakeholders to resolve invoice discrepancies.

• Maintain invoice tracking records and monitor payment processing status.

5. Delivery Execution and Container Monitoring

• Monitor delivery progress from port to final delivery locations.

• Coordinate with transport providers, warehouses, port operators, and project sites to ensure smooth delivery execution.

• Track container utilization, unloading activities, and equipment deployment.

• Monitor container conditions and ensure proper handling to prevent cargo damage.

• Track free-time periods, container detention, demurrage, and empty container return schedules.

• Coordinate with freight forwarders and shipping lines to ensure timely empty container returns and minimize additional costs and penalties.

6. Importation Clearance and Liaison Coordination

• Assist in securing and processing importation clearance permits and regulatory requirements.

• Assist in monitoring permit validity and documentation requirements to support customs clearance activities.

• Assist in resolving documentation concerns that may affect shipment release and delivery schedules.

7. Logistics Coordination and Stakeholder Management

• Support logistics meetings by preparing shipment updates, reports, and logistics status presentations.

• Assist in following up on pending requirements and action items from stakeholders.

8. Documentation and Record Management

• Maintain an organized filing system for importation, transportation, delivery, and billing documents.

• Ensure logistics records are complete, accurate, and readily available for internal review and audits.

• Safeguard confidential logistics and commercial information.

• Support compliance with company procedures and document control requirements.

9. Compliance, Safety, and Continuous Improvement

• Support implementation of logistics best practices to improve efficiency and reduce logistics costs.

• Assist in identifying operational risks and recommending preventive actions.

• Promote safety awareness during transportation, delivery, and cargo handling activities.

Qualifications

• Bachelor's degree in Logistics, Supply Chain Management, Business Administration, Industrial Engineering, Customs Administration, or a related field.
• Fresh graduates are encouraged to apply; logistics or supply chain experience is an advantage.
• Strong organizational, documentation, and coordination skills.
• Proficient in Microsoft Office applications, particularly Excel and PowerPoint.
• Experience with ERP systems, Monday.com, freight forwarding, importation processes, or logistics coordination is an advantage.
• Excellent communication and stakeholder management skills.
• Detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced environment.