Logistics Supervisor - Administrative Division

Management and coordination
• Day-to-day managing of the IMO Publishing Despatch operation, including packing/distribution, logistics and warehousing.
• Supervising Despatch staff (3-4) to ensure the operation is running smoothly.
• Documenting working procedures for the Despatch operation, including regular reviews, adjustments and training of staff.

Customer service
• Planning, tracking and prioritising orders for despatch (based on customers’ requirements) from IMO and external suppliers. 
• Monitoring fulfilment of orders and shipments (timely delivery, quality control, distributor/supplier enquiries).Responding to enquiries from customers including import and export issues. 
• Dealing with claims from customers related to damaged publications and missing orders and initiating related insurance claims.
• Liaising with other IMO staff (in particular IMO Publishing sales and production colleagues) to ensure customers’ needs are met. 

Inventory/asset management
• Arranging for stock held at IMO to be replenished from the external warehouse and making relevant entries in SAP.
• Organising and supervising end-of-year stock take at IMO and external warehouse ensuring that all stock is securely stored and accounted for.
• Arranging transportation to and from external printer and warehouse, checking and approving quantities against print requests. Following up with suppliers to ensure that agreed start/completion dates are adhered to.
• Arranging for regular servicing and/or replacement of specialised despatch equipment, as appropriate.
• Maintaining stock of packaging material and reordering as required.

Contract management
• Managing contracts of Despatch’s suppliers ensuring service levels are maintained in line with the respective contract and invoices are checked for timely settlement. 
• Preparing specifications and statistics related to procurement processes for the Despatch operation, participate in technical evaluation of submissions received.
• Providing input to Head, Sales and Marketing on budgetary forecasts for services, materials and equipment (including keeping track of expenditures for despatch services). 
• Researching and proposing new distribution modes, using and monitoring performance of electronic tracking systems.

Other
• Dealing with IT issues related to IMO Publishing Despatch (troubleshooting and implementation), including SAP.
• Performing other duties and replace other staff in the Section, as may be required.