Logistics Specialist Job Description

Employer name: ____________________

APPROVED
Manager’s position ____________________
Signature ____________ First name and surname ____________________
Date ____________________

JOB DESCRIPTION No. ____________
Place of preparation ____________________

1. General provisions

1.1. This instruction sets out the tasks, duties, rights, responsibilities and working relationships of the employee in the occupation «Логіст» (Logistics Specialist), code ДК 003:2010 — 2419.2. Scope of work: delivery organization. Structural unit: ____________________.

1.2. The employee belongs to the «professionals» category and reports directly to the head of logistics or the commercial director. The workplace and working schedule are determined by the employment contract and the internal labor regulations.

1.3. The employee is hired and dismissed by an employer’s order on the grounds and in accordance with the procedure provided for by labor legislation. Before starting work, the employee is informed of the job function, working conditions and this instruction.

1.4. Qualification requirements: higher education in logistics, transport, economics or management, and competence in organizing transportation, checking documents and coordinating delivery participants. The employee is briefed on product groups and the company’s approved transportation procedures.

1.5. In their work, the employee follows the legislation of Ukraine, applicable trade and occupational safety rules, the employment contract, internal labor regulations, lawful employer orders, this instruction and the approved documents of their unit.

1.6. The employee must know: rules for organizing transportation of the relevant cargo, delivery documents, terms of contracts with carriers; requirements for packaging, storage and transfer of goods; methods for planning routes and deadlines; procedures for reconciling goods transactions with Torgsoft data.

1.7. During the employee’s absence, their duties are performed by a person designated by the employer’s order, subject to qualification and work authorization requirements, the employee’s consent and payment for replacement in cases established by law. Transfer of duties does not automatically grant access to the accounting system.

1.8. The employee works in the Torgsoft accounting program using their own account and within the access rights granted. They do not share their password, alter data outside their authority, and report errors to the responsible employee. Access to personal data is limited to the performance of job duties.

2. Tasks and duties

2.1. Collects approved delivery requests; checks addresses, deadlines, number of packages, weight, dimensions and cargo specifics; clarifies incomplete information before planning.

2.2. Plans delivery taking into account warehouse and carrier capacity, deadlines and budget; agrees priorities and material changes with the manager.

2.3. Collects carrier offers, compares terms and prices, and prepares a reasoned selection; enters into contracts and assumes financial obligations only within the scope of authority.

2.4. Gives the warehouse and packing staff the approved requirements for readiness deadlines, packaging, labeling and accompanying documents; checks confirmation of readiness before dispatching transport.

2.5. Organizes preparation of transportation and cargo transfer documents, and checks them against the goods actually dispatched and Torgsoft accounting data within the access granted.

2.6. Ensures that the safe procedure for loading and transferring cargo is agreed with those responsible for the warehouse and transportation; does not assign special work to employees without the required authorization.

2.7. Monitors shipment progress and delivery deadlines, and obtains proof of delivery; provides the buyer with information through the person responsible for the order or another agreed channel.

2.8. In the event of delay, damage, loss or recipient refusal, records the event, collects documents and agrees on a solution with the manager and the person responsible for the order.

2.9. Organizes returns of goods and documents using the established procedure, ensures their transfer to the warehouse and ensures the actual outcome is recorded by the person responsible for accounting.

2.10. Reconciles carrier invoices with services actually provided and submits supporting documents and information about discrepancies to the accounting department.

2.11. Analyzes delivery times, costs and reasons for unsuccessful deliveries, and submits proposals to improve logistics; provides carriers only with data necessary to perform delivery on an appropriate legal basis.

2.12. Completes training and safety briefings required for the work, as well as mandatory medical examinations in cases established by law. Uses serviceable equipment and issued protective equipment as intended.

2.13. Immediately informs the direct manager about a threat to life or health, an accident, fire, injury or malfunction. In a hazardous situation, stops the dangerous work, follows the response and evacuation plan, and does not put themselves or others at risk.

3. Rights

3.1. To receive from the manager and responsible employees the documents, reliable information and explanations necessary to perform the job function, within the established access limits.

3.2. To require serviceable equipment, appropriate working conditions, necessary materials and personal protective equipment where required for the work.

3.3. To report violations and submit proposals concerning work organization, protection of property, safety and improved service, and to have the manager consider such proposals.

3.4. To refuse assigned work if a workplace situation arises that is dangerous to the life or health of the employee, people around them, the work environment or the natural environment, while immediately notifying the direct manager or employer.

3.5. To exercise the right to pay, rest, professional training and protection of labor rights in accordance with the law. To provide explanations about the circumstances of violations before a decision on disciplinary action is made.

4. Responsibility

4.1. For culpable failure to perform or improper performance of job duties, breach of labor discipline and violation of occupational safety requirements, the employee is liable in the manner and within the limits established by law. Disciplinary sanctions are applied in accordance with the prescribed procedure.

4.2. Material liability arises only where the grounds and conditions provided for by law exist, for direct actual damage caused by culpable unlawful acts or omissions. Its type and limits are determined by law; a shortage alone is not grounds for automatically imposing full material liability.

4.3. This instruction does not establish monetary fines, additional disciplinary sanctions, unconditional reimbursement of shortages, or the employer’s right to deduct money from wages outside the legal grounds and procedure.

4.4. For violations of the rules on safeguarding documents, accounting data, property and confidential information, the employee is liable where at fault and within the limits established by law.

5. Work-related relationships

5.1. Receives approved requests from the purchasing specialist and sales manager, and agrees the budget and deviations with the manager.

5.2. Coordinates cargo preparation and transfer with the warehouse, packer, loader, courier and carrier; submits supporting documents to accounting and accurate delivery status to the person responsible for the order.

5.3. Transfers pending matters and work results to the employee designated by the manager. Records the transfer of documents, goods, money or other valuables in accordance with the established procedure; reports unresolved discrepancies.

6. Final provisions

6.1. This instruction takes effect after approval by the employer. Before beginning the relevant work, the employee acknowledges it by signing or by another legally agreed method that makes it possible to confirm acknowledgment.

6.2. Amendments to this instruction are approved by employer’s order in compliance with labor legislation and applicable rules governing martial law. An amendment to the instruction does not replace the proper formalization of a change to the job function, transfer or change in essential working conditions.

6.3. A copy of the instruction is kept by the person responsible for personnel records. The employee is given the opportunity to review the current instruction and obtain a copy.

Prepared by: position ____________ signature ____________ first name and surname ____________________ date ____________

Agreed by: position ____________ signature ____________ first name and surname ____________________ date ____________

I have read and understood this instruction: first name and surname ____________________ signature ____________ date ____________

Regulatory framework

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