Dispatch Officer at Safal Group

Dispatch Officer at Safal Group – Safal Group Kenya Job Details

Key responsibilities:

Dispatch and Logistics coordination

• To liaise with the planning and operations team for truck planning/placement of trucks for Local / Upcountry dispatches
• To request transporter for appropriate truck by confirming product to be dispatched
• To liaise with the transporter for the placement of trucks on time
• To monitor truck movement from dispatch date/time till it exits and liaise with transporter for required action
• To liaise with the service centre/upcountry office for dispatch as requested
• Escalate challenges faced for arranging truck 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 reconcile the STO and Dispatches on fortnight, monthly basis and ensure closure
• To process clearing agent invoice after due verification process and acceptance of all required documents

Management of Stocks in Sales Storage Location

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

Customer Relation

• To keep customer updated on the truck dispatch.
• To provide / submit required documents to customer for receipt
• To liaise with customer for documentation support / timely clearance of documents for truck from 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/STO’s and be able to keep records of all for purposes of determining
• Review policy periodically and recommend changes if required
• All related file from process start to end process should be kept and secured at appropriate location

Systems and Procedures

• To ensure full compliance with Environment, Health and Safety (EHS) regulations, Contractors policy, ISO process flow
• To ensure compliance of all internal policies in place, at all time and ensure same practice from subordinates
• To liaise and establish links with external bodies to research on 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 Note / Invoicing, Stocks, SAP compliance management
• Monthly, Weekly, as required Truck movement / dispatch report

Training & Development

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

Requirements

Qualifications required:

• Minimum academic qualification: A bachelor’s degree in Supply Chain Management

Experience required:

• General work experience (years): 3 to 5 years
• Specific to the position (level/discipline/years): 3 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.

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.