Dispatch Associate at Keep IT Cool

Job Purpose:

To oversee and coordinate all dispatch-related activities, ensuring efficient and timely delivery of products while maintaining product integrity, optimizing routes, supervising personnel, and ensuring complete documentation and stock accuracy.

Key Responsibilities:

Dispatch & Logistics Coordination:

• Optimize truck utilization by balancing load capacity, delivery schedules, and customer priorities.
• Monitor truck movements and coordinate with drivers for timely deliveries and pickups.
• Plan, coordinate, and oversee daily dispatch schedules.
• Allocate delivery routes efficiently with a strong understanding of Nairobi’s road network.
• Supervise casuals and drivers during dispatch operations.
• Ensure all dispatches are fully documented (invoices, delivery notes, logs).

Stock Management & Reconciliation:

• Receive and inspect incoming stock against delivery documents.
• Conduct daily and monthly stock reconciliation against Zoho/ERP systems.
• Maintain real-time cold-room stock balances and monitor for variances.
• Work with QA to verify product safety and quality before dispatch.
• Monitor stock levels and flag low or slow-moving SKUs.
• Oversee return logistics procedures and stock movement accuracy.

Order Processing & Verification:

• Verify customer orders against invoices and packing lists.
• Ensure accuracy in order picking, labeling, and cold-chain-compliant packing.
• Handle last-minute order changes swiftly and efficiently.
• Maintain communication with Sales for any order deviations.

Documentation & Reporting:

• Maintain accurate dispatch logs, vehicle allocation sheets, and stock movement records.
• Ensure compliance with SOPs for product traceability and dispatch accuracy.
• Prepare and submit daily, weekly, and monthly dispatch and reconciliation reports.
• Ensure documents are filed and archived correctly.

Team Leadership:

• Supervise loading/unloading teams ensuring hygiene and safety standards.
• Train dispatch staff and develop internal SOPs for dispatch processes.
• Assign daily tasks, monitor productivity, and ensure KPIs are met.

 Cold-Room & Asset Management:

• Monitor and log cold-room temperatures regularly.
• Implement FIFO/LIFO stock rotation.
• Maintain proper cold-room organization and cleanliness.
• Ensure all cold-room products are batched and palletized.
• Keep accurate records of dispatch tools and equipment (crates, tags, machines).
• Escalate maintenance needs for cold-room assets.

Quality Control & Compliance:

• Inspect goods before loading for hygiene, quality, and temperature standards.
• Flag substandard or spoiled items to QA and Procurement.
• Maintain cold-chain and minimize spoilage through correct product handling.
• Uphold cleanliness during and after all dispatch activities.

Qualifications & Skills:

• Minimum 2 years’ experience in FMCG dispatch operations.
• Proficient in Microsoft Excel and inventory software (Zoho, ERP).
• In-depth knowledge of Nairobi’s routes and logistics planning.
• Demonstrated leadership in supervising casual teams.
• Strong organizational, analytical, and communication skills.
• High attention to detail, accuracy, and time management.
• Physically fit, with flexibility to work in cold environments and irregular hours.