Dispatch Clerk

Description

Key responsibilities:

• Ensure accurate execution of sales orders as captured in the SAP system according to customer or Sales Manager instructions.
• Ensuring prompt issuance of pre-shipment documentation as per SLA.
• Coordinating with the production planning team to ensure timely readiness and delivery of orders.
• Coordinating loading of provided trucks with transporters for ready-finished goods.
• Documentation & SAP compliance in Generating Delivery Notes, Gate Passes, Loading Slips, and Invoices as per the STOs quantity / requested requirement from customers in SAP.
• Tracking of orders until they are delivered to customers.
• Ensuring the accuracy of shipping documents.
• Ensuring proper record keeping of all shipping documents for audit purposes.
• Report daily circulation of local and export order dispatches.
• Liaising with line managers for any special dispatch requirements.
• Proactively addressing and resolving any dispatch issues that arise.
• Any other job as may be assigned from time to time.

Accurate execution of sales orders as captured in SAP

• To liaise with the Customer service team & Sales Officers on delivery requirements for every order before & after loading.
• To request the transporter to an appropriate truck by confirming the product to be dispatched.
• To monitor truck movement from dispatch date/time till it exits and liaise with the transporter for required action.
• To liaise with the service centre/upcountry office for dispatch as requested.
• Escalate challenges faced during loading and corrective action. 

Documentation & SAP Compliance 

• To generate Delivery Note, Gate Pass & Loading Slip as per the Sales Order/STOs quantity requirement in SAP.
• To process clearing agent invoices after the due verification process and acceptance of all required documents. 

Management of Stocks in Sales Storage Location 

• To keep tabs on Material & Stocks received from Production to Sales Location
• To carry out Monthly physical Stock Count.
• To enter count in the system & generate a Sales Storage Location inventory document in SAP for further approval & adjustments.

Customer Relation

• To keep customers updated on the truck dispatch.
• To provide/submit required documents to customer for receipt.
• To liaise with customers for documentation support / timely clearance of documents for trucks from the point of Loading.

File management

• Establish & maintain an effective filing system for easy reference at all times
• Maintain a chronological numbering of Local Sales Invoices/STOs and be able to keep records of all for purposes of determining
• All related files from process start to end process should be kept and secured at an appropriate location  

Systems and Procedures

• To ensure full compliance with Environment, Health and Safety (EHS) regulations, Contractors policy, ISO process flow
• To ensure compliance with all internal policies in place, at all times and ensure the same practice from subordinates
• To liaise and establish links with external bodies to research best practices and deliver continuous improvement
• To implement, manage and monitor performance management information with a view to ensuring that continuous improvement is achieved within the section.

Management Reporting

• Preparation and submission of Monthly Reports / as required to Seniors, for;
• Open / Close STOs, Delivery Notes / Invoicing, Stocks, SAP compliance management
• Monthly, Weekly, as required Truck movement/dispatch report

Training & Development

• Ensure all the subordinates are trained in environmental, Health & Safety practices.
• Ensure all the subordinates and user departments are aware of the SOP's in the Supply Chain Dept
• Ensure proper workload allocation, target setting and monitoring of the performance of subordinate staff
• Continuously search, share and Keep updated information on the best efficient loading practice

Requirements

Qualifications required:

• Minimum academic qualification: A Diploma in Supply Chain Management.
• Certificates in Logistics/ Transportation/ Supplies Management will be an added advantage
• Membership of KISM, CILT or CIPS is required.

Experience required:

• General work experience (years): 3 years
• Specific to the position (level/discipline/years): 2 year
• Industry: Manufacturing

Key competencies and skills:

• Spoken Communication skills
• Listening and Memory Retention skills
• English Language skills
• MS Office operating and typing skills
• Probing skills
• Analytical skills
• Interpersonal skills
• Problem Solving skills
• Flexibility to work long hours as and when required.

Language requirements:

• Kiswahili
• English

Computer literacy:

• Experience in SAP/ERP Applications

Personality profile:

• Highly motivated, self-starter, high energy, positive and inspiring
• Business-centric
• Exceptional interpersonal skills.
• Achievement oriented
• Strong strategic and planning skills.