KPA 1: Ensures the organising, monitoring and controlling of documentation within the transport department
KPI
1.1 Organises workshops, seminars and meetings (internal and external) etc. for the HOD and staff within the
1.2 Meeting minutes and collation of business plan, policies procedures, strategies, processes, methods and projects.
1.3 Takes minutes at all departmental meetings and compiles these minutes to final draft.
1.4 Takes minutes at quarterly, monthly and office meetings and at other meetings as required.
1.5 Distributes these minutes to all the relevant people after approval by the HOD not later than 3 days after each
1.6 Makes corrections to various documents and forms when required and arranges for booklets and training manuals to be printed.
1.7 Organises travel arrangements, including flight reservations, hotel accommodation, itinerary, reimbursement for expenses etc. for the HOD and staff within the department as required.
1.8 Ensure that all Dispatch Controllers paperwork to the Administration Controller, to ensure that all documentation listed below is captured and filed appropriately:

KPA 2: Ensures that the administration within the Transport Department is undertaken efficiently and effectively
KPI
2.1. Answer telephones.
2.2. Co-ordinate and schedule the physical allocation of Vehicles and Routes to Drivers. 
2.3. Organise the transport paper flow.
2.4. Perform any other duties as and when required by the Dispatch Controller.

3.1. Capture all Vehicle Checklists – Report any discrepancies to the Head of Transport or the Dispatch Controller.
3.2. Capture all delivery and collection sheet schedules. 
3.3. Capture fines.
3.4. Capture proof of deliveries and Delivery Sheets.
3.5. Capture and File Insurance claims.
3.6. Reports on any discrepancies in respect of the above documentation.