Table of Contents

1. INTRODUCTION.............................................................................................................................3
2. UNITRANS MANAGEMENT MEETING MINUTES.............................................................................3
2.1. Meeting Agenda....................................................................................................................3
2.2. Decisions made......................................................................................................................4
2.3. Action Plan.............................................................................................................................4
2.4. Summary of Key Points..........................................................................................................5
3. UNITRANS MEMORANDUM TO HR MANAGER..............................................................................5
4. JOB ADVERTISEMENT....................................................................................................................7
4.1. About us.................................................................................................................................7
4.3. Responsibilities......................................................................................................................7
4.4. Requirements and skills.........................................................................................................7
4.5. How to apply..........................................................................................................................8
5. APPLICATION LETTER.....................................................................................................................9
6. LAWRENCE NTSHONTSI C.V.........................................................................................................11
7. OFFER LETTER..............................................................................................................................12
8. ACCEPTANCE LETTER...................................................................................................................13
9. CONCLUSION...............................................................................................................................14
10. BIBLIOGRAPHY.........................................................................................................................14
 1. INTRODUCTION

This portfolio aims to highlight the process taken by prominent logistics company,
Unitrans Botswana, when planning and recruiting a new employee, by providing
supporting documents of the process. To put matters into perspective, the said
company has entered an agreement with the Orapa mine to transport fuel to their
mine. There is however the challenge of limited drivers in Unitrans Botswana,
therefore, the logistics and operations department have deemed it appropriate to
recruit a new driver to balance the pain field.

The planning process includes a meeting minute’s document and a memo to the
human resource (H.R) manager. The recruitment process begins with posting a job
advertisement online, an application letter together with a Curriculum Vitae, an offer
letter and lastly an acceptance letter from the selected candidate.

2. UNITRANS MANAGEMENT MEETING MINUTES

Date: 11/02/23
Objective: Discuss and Finalize new truck driver position
Participants: Logistics department Supervisor- Chairman of meeting
Transport operations Manager
Finance Manager
Administration Officer-taking meeting minutes
2.1. Meeting Agenda
1. Brief participants on the new contract to transport Fuel to the Orapa Mine, central of
Botswana
2. Discuss and finalize the number of truck drivers needed
3. Decide on application and job commencement deadlines
 2.2. Decisions made

Decisions Notes

Logistic Department will The tanker truck will be able to hold enough fuel for
recruit one truck driver who each interval as agreed in contract, per trip.
is a Botswana National

The truck driver should have This is to minimise the risk of damaged goods or
at least 6 years transporting equipment.
freight or fragile cargo

Application intake deadline This is to allow for the timely evaluation of the
will be 10/03/2023 applicants to commence the job as soon as
1/04/2023.

All participants of the The managers believe this decision will allow for the
meeting are on board with effective transportation of the fuel without disrupting
the recruitment the current workflow.

2.3. Action Plan

Activity Person Deadline

Send memo with full Logistics Department 25/02/2023

details to Head of HR Supervisor
requesting the recruitment
of a new truck driver
 Post advert for job position Marketing Specialist The day HR approves
recruitment request

2.4. Summary of Key Points

 The organisation has signed a contract to transport fuel to a mine in central region of
Botswana, therefore a new driver will be needed because our current drivers are not
enough.
 The truck and equipment for the operation have been procured.

3. UNITRANS MEMORANDUM TO HR MANAGER

Memo
To: Human Resource Manager
From: Logistics Supervisor
CC: The Manager
Date: 25/02/23
Subject: HIRING A NEW STAFF MEMBER
I'm sending this message to inform you that the Department of Logistics wants to
hire an additional employee to deliver fuel to the Orapa mine.

The Orapa mine, which is situated in Botswana's central area, has chosen the
Unitrans Company as its fuel supplier. Getting an additional driver is necessary
because our current drivers won’t be able to sustain the tender.

If the business does not hire new personnel, the current staff members will be
overworked, and fuel deliveries will be delayed, which could lead to us losing the
tender. However, if we hire an additional driver, they will be organized into a
specialised delivery zone, resulting in early fuel delivery and no burn-out of overall
staff. Providing timely and efficient services to the Orapa mine will build our
relationship with the mine and may lead to better deals in the future.
To be eligible, applicants must fulfil the enumerated requirements including:

 Diesel, petrol, and plant mechanics qualification at Nation Craft Certificate or

equivalent
 A clean class EC driver’s license would be preferable or equivalent.
 A minimum of 6 years post-qualification experience in heavy vehicles
 A Botswana citizen
 Should be knowledgeable of Botswana roads and familiar with GPS devices
 Should possess Physical strength, positive attitude and professional outlook
 Applications must be prepared to work shifts and including public holidays

Lastly, the selected candidate’s license will be confirmed with the Department of
Road and Safety by the logistics department. We expect the position to be filled by
the 25th of April 2023, to allow the company to begin fuelling the Orapa mine by the
1st of April, 2023.

I hope that a competent candidate will be hired.

Thank you

Karabo Manyenyengwa

Head of Logistics
 4. JOB ADVERTISEMENT

UNITRANS BOTSWANA
WE ARE HIRING!
Position: Truck driver
Time: Full-time
Location: Botswana, Gaborone
4.1. About us: We understand that to know people better is to serve them better,
and you can count on us to be modern where it matters, and traditional where
it counts, to manage our supply-chain and logistics in line with our market
needs.
4.2. Job brief: We are looking for a responsible truck driver to promptly transport
fuel from our warehouses to our clients as requested by the office . You will
represent our company in a professional and efficient manner to enhance
our professionalism and time efficiency.
4.3. Responsibilities:

 Map out driving routes, with  Request and schedule regular car
logistics supervisor ahead of time service appointments, and report
to determine the best route. any issues to supervisor.
 Assist clients with loading and  Book car wash and detailing
unloading cargo. services to maintain the interior and
 Listen to traffic and weather reports exterior cleanliness.
to stay up-to-date on road  Report defects, accidents, or
conditions. violations to supervisor.
 Adjust the route to avoid heavy
traffic or road constructions, with
permission.

4.4. Requirements and skills:

 A valid class EC driver’s license.  The truck driver should have at

least 6 years transporting freight or
fragile cargo.
 A clean driving record.  Knowledge of southern to northern
 Qualifications in vehicle mechanics Botswana roads and areas.
are an added advantage.  Ability to lift heavy material.
 The truck driver should be a citizen  Available to occasionally take
of Botswana. irregular shifts on demand.
 A polite and professional
 Familiarity with GPS devices.
disposition.

NOTE: The application intake deadline will be 10/03/2023.

4.5. How to apply: if you are interested in applying for this position email
your application letter, C.V and ID to our email at
recruitment@unitrans.africa

For more information contact: +267 318 6229

 5. APPLICATION LETTER
Plot 20223, Kentse road

Tlokweng

P.O Box 2020

21st march 2023

Human Resource Manager

Unitrans Botswana

Plot 22057, Takatokwane Road

Gaborone West Industrial, Gaborone, Botswana

P.O Box 426

Dear Sir or Madam:

With this letter I wish to apply for the Truck Driver position advertised on your
website. My experience and passion for excellent service delivery in the trucking
industry make me confident that I will add value to your organisations market needs.

With over five years of experience driving trucks and working in motor vehicle
mechanics, I have accumulated substantial knowledge of the safety standards and
regulations in these fields. It has also allowed me to hone my driving skills when
transporting valuable assets and my ability to be adaptable which has greatly
improved my problem solving skills. I have also learned to become organised from
my previous job as a freight driver, therefore, I am well equipped to maintain
accurate delivery records and ensuring all company documents are present on time.

In addition, I have the talent of possessing a magnetic voice, which overtime through
interaction with different stakeholder from my previous jobs has improved my
communication skills considerably. I am also knowledgeable with the use of GPS
systems and I am able to navigate throughout Botswana without the aid of GPS.
I have no prior criminal or driving violations and I strive to always hold myself to the
highest level of good behaviour. I am only 33 years of age, therefore I am still
capable of performing physically demanding tasks.

I am delighted about the opportunity to join Unitrans Botswana, I look forward to

contributing to your company’s growth. Please find my C.V attachment below.

Yours sincerely,

Lawrence Ntshontsi
 6. LAWRENCE NTSHONTSI
C.V Education
TRUCK DRIVER AND
OPERATOR Truck Driving Licensure
 EA991 Driving Academy (2012)
Certificate of Automobile Technician
 BBL Technician Academy (2009-2011)
Secondary School Education
 Moeding college of education (2004-2009)
Work Experience

FREIGHT TRUCKER
Career objective
Truck Driving KKG
I am a professional with extensive Enterprise | December
experience operating heavy 2017 to January 2023
machinery. I seek a driving position
in Unitrans Botswana to apply my  Loads and unloads cargo as well
mechanical, vehicle operation, as verifies paperwork for
monitoring, and public safety accuracy.
experience, as well as to showcase  Pick-ups goods and materials as
my customer services abilities. well as verifies loads for
accuracy and delivers as
Personal details
instructed.
Date of birth: 01/01/1990  Does basic vehicle
maintenance.
Nationality: Motswana
AUTOMOBILE
Cell: +267 76829094 MECHANIC &
Email:
TECHNICIAN
MOSIZALAWRENCE@GMAIL.COM
Plot 20223, Kentse road, Tlokweng WZA Auto Driving Company | January 2015 to
P.O BOX 2020 December 2017
 Keeps equipment
Languages (in order of proficiency)
available for use by
checking and
 Setswana | English | Afrikaans
testing vehicles.
 Maintains vehicle
Skills
records by keeping
 Hands on experience with track of
maintenance and
electronic equipment and repairs.
software.  Cleans, washes,
and paints the car
 Code EC License.
to keep it looking
 No driving Violations. good.
 Adaptable in unforeseen road-
side situations due to extensive
knowledge of Botswana roads.
  Listens to operator concerns, conducts inspections,
repairs engine failures, repairs mechanical and
electrical system malfunctions, and replaces parts
and components
COMPANY DRIVER
TSHEPO Agri Enterprise | February 2013 to November 2015
 Provides transportation to company staff as well as transportation of
enterprise goods and materials.
 Assists with the delivery, loading, and unloading of products, items, and other
company related stuff.
 Adjusts travel routes in order to avoid traffic jams.

7. OFFER LETTER

Plot 22057, Takatokwane Road

Gaborone West Industrial, Gaborone, Botswana
P.O Box 426
20 March 2023

Lawrence Ntshontsi
Plot 20223, Kentse road
Tlokweng
P.O Box 2020
Dear Lawrence Ntshontsi:
The team has been looking forward to meeting you and becoming acquainted with
you over the last few days. We were thrilled by your qualifications, and we'd like to
formally consider you for the truck driver position.
It's a full-time role and you will be expected to report to work 70 hours a week with
mandatory 34 hours break. Please keep in mind that Unitrans Botswana is indeed a
contract employer and our contracts cover a period of 1 year. That means either you
or Unitrans Botswana, can only terminate the agreement if any of the terms stated in
the contract are breached.
We will pay you an annual gross salary of P48 000.00. You will also receive benefits
as per company standards, such as health and wellness plans, corporate mobile,
travel and accommodation. Your anticipated commencement date is 1 st April, 2023.
We'd like to hear from you by 22nd March, 2023. In case you have any queries, feel
free to contact our office via email at enquires@unitrans.africa or telephone at
+267 318 6229.
We look forward to welcoming you to the Unitrans Botswana family and building a
fruitful collaboration with you.
Best regards,
Merapelo Mosenki
Human Resource Manager

8. ACCEPTANCE LETTER
Plot 20223, Kentse road
Tlokweng
P.O Box 2020
21st march 2023

Merapelo Mosenki
Human Resource Manager
Unitrans Botswana
Plot 22057, Takatokwane Road
Gaborone West Industrial, Gaborone, Botswana
P.O Box 426

Dear Merapelo Mosenki:

Regarding your document submitted on the date, 20th March, 2023, I am delighted to
accept your truck driver proposal and look forward to accruing P48 000.00 per year
regardless of the conditions you've provided.
I have already informed my workplace of my desire to depart and shall be available
to show up for work on the date specified in the letter, 1 st April, 2023. Joining the firm
will be a source of great satisfaction and pride for me.
I am hoping for a long and distinguished career with Unitrans Botswana.
Sincerely,
Lawrence Ntshontsi
 9. CONCLUSION

To conclude the portfolio, the candidate by the name, Lawrence Ntshontsi has been hired to
fill the truck-driver position at Unitrans Botswana. He has provided an understandable and
chronologic C.V which is preferable to most employers (cite). The candidate has also
carried themselves in a salesmen like manner by demonstrating how their experience will
influence their success in the desired role, which is effective when writing an application
letter (cite).The company itself has also been able to express the need for a new driver by
utilising lateral communication amongst departmental managers (cite). The effective
communication is evident in the job advertisement where all crucial details about the job
such as responsibilities, requirements, important dates and contacts are stated (cite).

10. BIBLIOGRAPHY