Dispatch Clerk

Join a Nairobi-based commercial distribution company as a Dispatch Clerk, where you will be the last line of control before goods leave the warehouse. Working under the Warehouse Supervisor, you will verify that every outbound order matches its supporting documents, record movements in both the ERP system and Microsoft Excel, and keep drivers and delivery teams aligned so branch and retail shipments arrive complete and on time. This is a hands-on logistics coordination role for someone who thrives on structured processes, precision, and the daily rhythm of a busy dispatch floor.

Key Responsibilities

• Plan daily dispatch schedules for branch deliveries, retail clients, external buyers, and transport service providers based on confirmed orders and vehicle availability.
• Match physical stock quantities, packaging, and batch details against delivery notes, invoices, and approved transfer orders before any truck is allowed to load.
• Flag mismatches, incomplete documentation, unapproved order requests, or damaged items immediately and escalate them to the Warehouse Supervisor for resolution.
• Record every dispatch, stock transfer, return, and receipt transaction in the corporate ERP system, and keep Excel tracking sheets synchronised with system data.
• Organise and file delivery notes, signed waybills, gate passes, and proof-of-delivery receipts so that records remain audit-ready and easy to retrieve.
• Assign dispatches to internal drivers, contract riders, and external transporters, while updating route and tracking information for each load sent out.
• Monitor delivery progress during transit, follow up on delays or transit damage, and collect returned documents and signed delivery confirmations from drivers.
• Prepare weekly and monthly dispatch summaries reporting order volumes, return rates, document discrepancies, and delivery turnaround times.

Requirements & Qualifications

• Diploma or Bachelor’s degree in supply chain management, logistics, procurement, or an equivalent business-related field.
• At least one year of direct experience in dispatch coordination, stock movement control, or warehouse inventory management.
• Hands-on familiarity with an enterprise ERP system for logging stock transactions and retrieving dispatch records.
• Intermediate to advanced Microsoft Excel skills, including creating trackers, performing reconciliations, and producing clear operational reports.
• Strong understanding of dispatch protocols, stock-count verification, and logistics documentation requirements such as delivery notes and proof-of-delivery forms.
• Excellent attention to detail — especially when comparing quantities, batch numbers, and item descriptions under time pressure.
• Clear spoken and written communication in English and Swahili to coordinate professionally with loaders, sales representatives, drivers, and external transport teams.
• Ability to work on-site in Nairobi and keep accurate records during peak dispatch periods without losing accuracy.

What We Offer / Why Join

• A full-time, on-site warehouse coordination role with a monthly remuneration of KSh 30,000.
• The chance to build solid operational experience in dispatch planning, ERP record management, and logistics documentation within a commercial distribution business.