Head of Warehouse and Logistics at Bollard Consulting Limited

Scope of Work:

• The Head of Warehouse and Logistics is responsible for the overall leadership, coordination, and performance of warehouse and logistics operations, including warehouse layout and organization, development and implementation of policies and SOPs, team management, KPI monitoring, receiving, storage, order fulfilment, dispatch, and third-party logistics (3PL) coordination.
• The role also oversees warehouse budgeting and cost control, inventory accuracy, health and safety, legal and regulatory compliance, warehouse systems, documentation, and management reporting.
• The position is accountable for ensuring that warehouse operations are efficient, accurate, safe, compliant, and cost-effective. Decisions exceeding delegated authority, including budget approvals, capital expenditure, supplier and 3PL contracts, and termination of employment, must be escalated to the Line Manager and relevant departments for approval. The role does not exercise authority over other departments unless expressly delegated.

JOB PURPOSE

• To lead and manage the company's warehouse and logistics function so that stock is received, stored, controlled, and dispatched accurately, safely, on time, and at controlled cost in support of customer service and the company's commercial objectives. The Head of Warehouse and Logistics establishes and maintains the warehouse structure, processes, and policies; leads, balances the workload of, and develops the warehouse and logistics team; coordinates third-party logistics providers; and drives operational excellence through clear KPIs and continuous improvement. The role manages the warehouse budget within approved limits, ensures compliance with applicable legal, regulatory, and safety requirements, and maintains reliable systems, documentation, and reporting that give management accurate visibility of warehouse performance, costs, and risks.

MAIN DUTIES AND RESPONSIBILITIES

Warehouse Structure & Overall Management

• Manage the overall structure of the warehouse, including layout, storage zones, receiving and dispatch areas, racking and space utilization, and the organization of the warehouse team into clear roles and responsibilities.
• Ensure that the warehouse is organized to support efficient receiving, put-away, picking, packing, loading, and dispatch, with stock clearly located, labelled, and safely stored.
• Review the warehouse structure and capacity periodically against business volumes and recommend changes (layout, equipment, space, staffing structure) to management for approval.
• Maintain daily oversight of warehouse operations, ensuring that operational issues are identified, resolved, or escalated promptly.

Warehouse Structure & Overall Management

• Develop, document, implement, and maintain warehouse and logistics standard operating procedures (SOPs) and policies covering receiving, storage, stock handling, order picking, dispatch, returns, damages, and housekeeping.
• Ensure that SOPs and policies are communicated to, understood by, and followed by all warehouse and logistics staff, and take corrective action where they are not.
• Review SOPs and policies at least periodically and after incidents or audit findings, and submit proposed changes to the Line Manager for approval where they affect other departments or company policy.
• Ensure that process controls — authorization, segregation of duties, and documentation requirements — are applied consistently across the warehouse.

People Management

• Lead, supervise, and motivate the warehouse and logistics team, setting clear expectations on roles, targets, conduct, and safety.
• Identify skills gaps and training needs, arrange on-the-job and formal training in coordination with HR, and support succession and development within the team.
• Manage attendance, discipline, and conduct in line with company policy and the Employment Act, initiating disciplinary and employee-relations processes in coordination with HR and escalating matters in line with the approved authority levels.
• Participate in recruitment of warehouse and logistics staff by defining requirements, interviewing, and making recommendations; final hiring and termination decisions rest with management and HR.

Workload Balance

• Plan and allocate work across receiving, storage, picking, loading, and dispatch teams so that workload is evenly distributed and peak volumes are covered.
• Forecast workload and staffing needs from order volumes, expected deliveries, and seasonal peaks, and arrange shift patterns, rotation, and temporary cover within approved limits.
• Monitor overtime and productivity against workload, and recommend adjustments in staffing or schedules where imbalance, idle time, or excessive overtime is identified.
• Re-allocate resources in response to urgent orders, absences, and operational disruptions while maintaining safety and accuracy standards.

Operational Excellence

• Drive operational excellence in the warehouse by setting and monitoring performance standards for stock accuracy, order fulfilment accuracy, on-time dispatch, damage and loss rates, and warehouse productivity.
• Ensure that stock integrity is maintained through stock counts, cycle counts, FIFO/FEFO practices, and timely investigation and resolution of variances, working with Finance where adjustments are required.
• Identify bottlenecks, errors, delays, and waste in warehouse and logistics processes, conduct root-cause analysis, and implement continuous improvement initiatives within approved authority.
• Maintain warehouse housekeeping, equipment condition, and a safe, orderly working environment, and escalate equipment needs and capital requests to management.

3PL Coordination

• Coordinate the engagement of third-party logistics providers in line with approved arrangements, ensuring clear service requirements, delivery instructions, and documentation.
• Monitor 3PL performance against agreed service levels (delivery timelines, delivery accuracy, damages, documentation), and hold review meetings with providers to resolve issues.
• Verify 3PL charges against delivery records and agreed rates, and ensure discrepancies are resolved before payment is processed by Finance.
• Recommend the appointment, retention, or replacement of 3PL providers and any rate changes to management; contract awards and commercial terms are approved by management.

People Performance & KPI Management

• Set clear, measurable KPIs and targets for each role in the warehouse and logistics team in line with the approved performance management framework.
• Monitor performance against KPIs regularly, provide timely feedback and coaching, and keep records of performance discussions.
• Conduct performance appraisals for direct reports in line with company procedure, and recognize good performance and address underperformance through documented improvement plans with HR support.
• Report team and departmental KPI results to the Line Manager and use them to drive improvement actions and training priorities.

Warehouse Budget Management

• Prepare the annual warehouse and logistics budget proposal (operating costs, staffing, equipment, maintenance, consumables, and 3PL and transport costs) for approval by management.
• Monitor actual expenditure against the approved budget, analyze variances, and report the causes and corrective actions to the Line Manager and Finance on a regular basis.
• Control expenditure within the approved budget and the limits of delegated authority; submit expenditure beyond those limits to the appropriate approver before commitment.
• Identify and implement cost-saving opportunities in storage, handling, transport, and 3PL usage without compromising service or safety.

Legal & Compliance Management

• Ensure that warehouse and logistics operations comply with applicable laws and regulations, including health and safety (e.g., OSHA requirements), employment law, customs and excise requirements for imported goods where applicable, and company policies.
• Maintain required licences, permits, inspections, fire safety and insurance requirements, and safety equipment for the warehouse, with records kept current and renewals tracked.
• Ensure that incidents, accidents, near misses, and non-compliance are reported, investigated, documented, and corrected, and are escalated to management and HR as required.
• Coordinate with HR, Finance, and other relevant departments on compliance matters, and refer legal questions to management or the company's legal advisers; this role does not give legal opinions.

System & Document Management

• Ensure that all warehouse and logistics transactions — goods received, stock movements, orders, delivery notes, returns, adjustments — are recorded accurately and on time in the relevant company systems.
• Ensure that warehouse and logistics documents (GRNs, delivery notes, PODs, stock count sheets, dispatch records, incident reports) are complete, authorized, traceable, and properly filed for retrieval.
• Control access and authorization in warehouse systems in coordination with IT and Finance, and ensure that system and physical records are reconciled.
• Identify system and documentation gaps, and recommend improvements or system enhancements to management.

Warehouse Reports

• Prepare and submit regular warehouse and logistics reports to the Line Manager at agreed intervals, covering stock levels and accuracy, stock count results and variances, order fulfilment and dispatch performance, 3PL performance, damages and losses, slow-moving and expiring stock, staffing and productivity, safety incidents, and budget performance.
• Ensure that reports are accurate, reconciled to system and physical records, supported by source documents, and submitted on time.
• Highlight trends, risks, and recommended corrective actions in reports, and follow up on agreed actions until closed.
• Review and consolidate reports from team leads and supervisors before submission, and ensure that issues requiring management decision are escalated promptly.

ROLE SPECIFICATIONS

Minimum Qualifications & Experience

• Bachelor's Degree in Supply Chain Management, Logistics, Procurement, Business Administration, or a related field.
• A post-graduate diploma or professional certification in supply chain or logistics (e.g., CIPS, KIM) is an advantage.
• Progressive experience in warehouse, stores, or logistics operations, including supervisory or management experience.
• Knowledge of Kenyan health and safety, employment, and customs requirements to be confirmed by management as required.
• Proficiency in Tally ERP system and advanced MS Excel