Safal Group
7 days ago
10/15/2024
11/14/2024
Dispatch Clerk
KilifiKE
DescriptionKey responsibilities:Accurate execution of sales orders as captured in SAPDocumentation & SAP Compliance Management of Stocks in Sales Storage Location Customer RelationFile managementSystems and ProceduresManagement ReportingTra...
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:
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.
KilifiKE
Diploma
Product Supply Chain, Logistics