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:
Kiswahili
English
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.
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