Logistics Officer

Role: Logistics Officer - Hungary (Trucks & Trains)

Department: Contract Execution

Reporting to: Regional Execution Manager

Scope of the role:

The Logistics Officer - Hungary (Trucks & Trains) is responsible for organizing and coordinating truck and rail transport for Hungary business flows, based on open contracts, open positions, delivery periods, stock availability and commercial priorities.

The role ensures that transport capacity is identified, negotiated, booked, nominated to Execution and completed within the agreed contractual timelines, while keeping costs and extra costs under control.

The job holder maintains close communication with transport companies, storage providers, suppliers, buyers, Commercial, Execution, Contract Admin, Finance and other internal or external stakeholders to ensure smooth logistics coordination and timely contract fulfillment.

The role is responsible for accurate and timely system updates, route registration, transport invoice booking, month-end accrual follow-up and support of cost visibility, in order to avoid late-payment penalties and ensure correct financial reporting.

The Logistics Officer is expected to work proactively, anticipate capacity constraints, propose practical transport solutions, escalate risks in time and support continuous improvement of logistics processes, reporting and cost control.

The job holder must follow COFCO values, internal guidelines, procedures, approval flows and compliance requirements.

Main Job Responsibilities:

Transport Planning and Capacity Sourcing

• Follow open contracts, open positions, delivery periods and stock availability; identify truck and rail capacity required for execution.
• The purpose is to ensure that transport is available in due time and aligned with contractual delivery obligations and business priorities.
• Expected Outcome/KPI: transport capacity is secured on time; contract delivery periods are respected; urgent capacity shortages are anticipated and escalated.

Transport Organization and Coordination

• Coordinate with storage providers, suppliers, buyers and transport companies to organize loading, delivery, schedules and operational details.
• The purpose is to ensure smooth and timely performance of truck and rail movements
• Expected Outcome/KPI: transports are completed within timeline; delays and operational issues are minimized; stakeholders receive timely updates.

Transport Nomination to Execution

• Provide Execution with complete transport details, including transporter, route, loading/delivery place, dates, vehicle/wagon details and any special instructions.
• The purpose is to allow Execution to properly manage contract performance, documentation and stock movements.
• Expected Outcome/KPI: transport nominations are accurate, complete and shared in due time; execution errors due to missing information are avoided.

Cost Negotiation and Transport Provider Management

• Request offers, compare available options, negotiate best possible terms and maintain professional relationships with transport providers.
• The purpose is to obtain competitive transport solutions while protecting service quality, timelines and company interests.
• Expected Outcome/KPI: transport costs are optimized; extra costs are minimized; providers perform according to agreed terms.

System Registration and Route Management

• Register transport orders, routes and relevant transport data in the system accurately and in due time.
• The purpose is to ensure correct operational visibility, cost allocation, reporting and traceability.
• Expected Outcome/KPI: Routes and transport data are complete, accurate and updated on time.

Transport Invoice Booking and Payment Support

• Check transport invoices against agreed rates and performed services; book invoices in the system in due time and follow missing documents.
• The purpose is to ensure accurate cost recognition and avoid penalties or issues caused by late payments.
• Expected Outcome/KPI: Invoices are checked and booked on time; no late-payment penalties due to logistics delays; discrepancies are clarified promptly.

Month-End Accruals and Uninvoiced Transport Follow-Up

• Monitor uninvoiced transports at month-end and prepare accurate accrual information for Finance and management reporting.
• The purpose is to ensure correct financial cut-off and accurate logistics cost reporting.
• Expected Outcome/KPI: Accruals are complete, accurate and submitted in due time; uninvoiced transport exposure is visible.

Risk Management and Escalation

• Identify delays, capacity shortages, cost deviations, documentation gaps, provider performance issues and other logistics risks; escalate with recommendations.
• The purpose is to reduce operational, financial, contractual and reputational risks.
• Expected Outcome/KPI: Risks are identified early; escalations include context, impact and proposed solution; corrective actions are followed until closure.

Compliance and Documentation

• Ensure transport providers have valid contracts and required legal documents, licenses, insurance and authorizations, where applicable.
• The purpose is to ensure transport activity is performed in line with legal, internal and compliance requirements.
• Expected Outcome/KPI: Transport partners are properly documented; audit and compliance risks are reduced.

Process Improvement and Reporting

• Prepare transport updates, cost follow-ups and activity reports; propose improvements to logistics workflows, tools and controls.
• The purpose is to improve efficiency, accuracy, transparency and cost control within logistics operations.
• Expected Outcome/KPI: Improved workflows, better reporting, fewer repeated issues and stronger logistics control.

Requirements:

Knowledge, Skills and Experience

• Bachelor degree or equivalent relevant professional experience.
• Minimum 3 years of experience in logistics, transport coordination, rail/truck freight, forwarding or supply chain; experience in agricultural commodities is an advantage.
• Good understanding of truck and rail logistics, transport documentation, loading / delivery coordination, route planning, freight cost control and transport market practices in Hungary and/or Central Europe.
• Ability to read and understand purchase and sales contracts, delivery periods, Incoterms and logistics obligations relevant to transport planning.
• Good negotiation skills and ability to obtain competitive transport offers while protecting company interests.
• Good understanding of invoice verification, cost booking, accruals, payment deadlines and basic accounting impact of logistics costs.
• PC skills: MS Office, especially Excel; experience with SAP, Sharp or similar systems is an advantage.
• Languages: Hungarian required; English at least intermediate level, written and spoken. Romanian or other regional languages are an advantage.
• Organized, proactive, accurate, stress-resistant, solution-oriented and able to manage several transport priorities simultaneously.

Competencies

• Transport planning and logistics coordination
• Cost awareness and negotiation mindset
• Ownership and accountability until transport closure
• Proactiveness and ability to anticipate capacity constraints
• Risk awareness and structured escalation
• Clear communication with internal and external stakeholders
• Ability to connect contract terms, delivery periods, stock availability and transport capacity
• Attention to detail in system registration, invoices, routes and documentation
• Prioritization based on business impact, deadlines and financial exposure
• Adaptability to changing business needs and transport market conditions
• Continuous improvement mindset and ability to propose practical solutions

Decision-Making

What decisions / actions can the job holder take without referral to others?

• Request and compare transport offers for approved business needs.
• Propose the most suitable transport option based on cost, timing, capacity and operational constraints.
• Coordinate routine truck and rail transport arrangements within agreed terms and approved budget / authority limits.
• Nominate transport details to Execution and follow transports until completion.
• Register routes, transport orders and invoices in the system according to internal procedures.
• Follow up missing transport documents and uninvoiced transports with service providers.
• Escalate delays, cost deviations, capacity shortages and documentation issues with proposed corrective actions.

What decisions / actions need to be signed off and by whom?

• Transport costs above approved budget, unusual extra costs, demurrage / penalties or claims - to be signed off by the direct manager according to delegation of authority.
• New transport provider onboarding, contract terms and material deviations from standard terms - to be approved according to company procedures.
• Sensitive customer / supplier issues, material delays, financial exposure or legal / compliance concerns - to be escalated to the direct manager with clear recommendation.
• Any deviation from internal policies, approval flows or standard logistics procedures - to be approved by the direct manager / relevant function.

Occupational Safety, Compliance and Internal Rules

• Comply with applicable occupational health and safety, transport, railway, road traffic and internal company rules.
• Ensure that transport providers used by the company comply with relevant transport legislation, licenses, insurance and authorization requirements, where applicable.
• Respect COFCO internal regulations, procedures, policies, approval flows and compliance requirements.
• Immediately communicate any work situation, provider issue or operational deficiency that may create a risk for safety, compliance, cargo, cost or reputation.

Building relationships (internally - externally): 

• Maintain clear and effective communication with Execution, Logistics, Commercial, Contract Admin, Finance and management teams regarding transport needs, delivery timelines, route options, freights, capacity availability and risks.
• Coordinate with storage providers, suppliers and buyers to align loading / delivery windows, stock availability, documentation requirements and operational constraints.
• Maintain professional relationships with truck and rail transport providers, ensuring that services are performed according to agreed terms, deadlines, quality standards and legal requirements.
• Proactively share updates, transport nominations, changes, delays and issues with relevant stakeholders, ensuring that Execution receives complete and accurate transport details in due time.
• Escalate material risks, delays, capacity shortages, cost deviations or documentation gaps with clear context, impact and proposed solutions.

Dimensions:

• Truck and rail transport coordination for Hungary-origin and/or neighboring countries.
• Transport activities linked to purchase and sales contracts, open positions, stock movements and customer / supplier delivery requirements.
• Regular coordination with external transport service providers, storage locations and internal execution / commercial stakeholders.
• Transport cost follow-up, invoice booking, route registration and month-end accrual support.