Dispatch Clerk

Distribution Coordinator

Role Purpose

Reporting to the Distribution Supervisor, this position is responsible for the timely and accurate delivery of items from the warehouse or production to the customer. The job holder ensures that all documentation is in order, transportation arrangements are efficiently coordinated, and that the correct goods are shipped in compliance with company regulations and customer requirements.

Key Duties and Responsibilities

Distribution

• Record and coordinate the dispatch of all deliveries, including Finished Goods, By-products, and Interplant Transfers, ensuring accuracy and compliance.
• Issue vehicle inspection sheets and tally sheets – blank forms to Security and duly filled forms to UL Tally clerks for each truck prior to loading.
• Maintain a registry of vehicles, physical allocation, and daily trips.
• Validate and reconcile delivery yellow copies (Proof of Delivery – POD) after goods delivery to customers, escalate customer claims, and file the PODs daily.
• Keep custody, record, and issue delivery pink copies to transporters for payment upon validation of charges as applicable.
• Daily update of Excel register for all trucks dispatched to customers, track TAT for PODs return to site, and escalate non-compliance.
• Ensure proper filing of all yellow copies / IPT billing documents.
• Manage and organize trucks and drivers according to loading requirements and allocations.
• Ensure drivers are at the loading bay when required.
• Report any discrepancies between the invoice/delivery note and physical tally sheets to the Distribution Supervisor.
• Collaborate with the Weighbridge Clerk to improve TAT for customers.
• Ensure all drivers are issued with all relevant documentation before dispatch.
• Ensure trucks assigned carry acceptable tonnage as per their capacities.
• Provide proper orientation to new drivers and guide them on unga ways of working and proper handling of all documents related to dispatch.

PaTaMu, Safety Health and Environment, Food Safety & ERM

• Actively participate in 6K, CI, SHE, FSMS, GMP, PaTaMu, and ERM activities and initiatives at the department.
• Identify and report all quality, food safety, SHE, and ERM issues during daily operations for action.
• Participate in Root Cause Analysis for missed targets within the Distribution department and timely close identified improvement actions to continually improve the process.
• Assist in timely action closure of all actions relating to PaTaMu, SHE, FSMS, and ERM.
• Participate in regular safety toolbox awareness sessions and training.
• Participate in hazard spotting and closure of all potential hazards within required timelines.

Minimum Requirements

• Degree in Logistics or Supply Chain Management.
• Minimum 1 year of experience in FMCG.
• Computer proficiency, especially with Microsoft Excel.
• Experience working with an ERP (e.g., SAP) is an added advantage.

Key Attributes / Competencies

• Strong stakeholder management skills.
• Customer focus.
• Strong planning and organizing skills.
• Excellent oral and written communication skills.