Dispatch Clerk at Unga Holding

Role Purpose:

• Reporting to the Distribution Supervisor, this position will be 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 arranged efficiently, and the correct goods are shipped in accordance 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.
• Issuance of vehicle inspection sheets and tally sheets - blank forms to Security & duly filled forms to UL Tally clerks for each truck prior to loading.
• Maintain a registry of vehicles, physical allocation and daily trips.
• Validating & reconciling delivery yellow copies (Proof of Delivery-POD) after goods delivery to customers, escalating customer claims & filing the PODs daily.
• Keeping custody, recording and requisite issuance of delivery pink copies to transporters for payment upon validation of charges as applicable.
• Daily updating of Excel register for all trucks dispatched to customers, tracking of TAT for PODs return to site & escalation of non-compliance.
• Ensure proper filing of all yellow copies/IPT billing documents.
• Managing and organizing trucks and drivers as per the loading requirements and allocations.
• Ensure the drivers are at the loading bay when required.
• Report any discrepancies between the invoice/delivery note and the physical tally sheets to the Distribution Supervisor.
• Collaborate with the Weighbridge Clerk to improve the TAT for customers.
• Ensure that all the drivers are issued with all the relevant documentation before dispatch.
• Ensure that trucks assigned carry acceptable tonnage as per their capacities.
• Giving 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 & ERM activities and initiatives at the department.
• Identify and report all quality, food safety, SHE & ERM issues during daily operations for actions.
• 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 & ERM.
• Participate in regular safety tools box awareness sessions and training.
• Participate in hazards spotting and closure of all the potential hazards within the required timelines.

Minimum Requirements:

• Degree in Logistics/Supply Chain management
• Minimum (1) year experience in FMCG
• Computer proficiency, especially with Microsoft Excel
• Experience working with ERP i.e. 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