Dispatch Officer

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 the product to be dispatched
• To liaise with the transporter for the placement of trucks on time
• To  monitor  truck  movement  from  the 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 in arranging the truck and take 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 the clearing agent invoice after the 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 carry out Monthly physical Stock Count.
• To enter the count in the system & generate the 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

Requirements

Minimum Requirements

• Minimum academic qualification:  Bachelor’s Degree in Supply Chain Management
• General work experience (years): 3-5  years
• Specific to the position (level/discipline/years): 3 years
• Industry:  FMCG / Manufacturing / Construction

Key competencies and skills:

• Excellent Communication skills
• Analytical skills
• Leadership Skills
• Sales acumen
• Presentation skills
• Interpersonal skills
• Problem Solving skills