Dispatch - Graduate Trainee at Keep IT Cool

Role overview 

The Dispatch Trainee supports Raino Tech4 Impact tech- the day-to-day operations of the dispatch and logistics function, ensuring timely, accurate, and efficient movement of goods from the distribution center to customers or retail outlets. This entry-level role is designed to provide hands-on experience in fleet coordination, route planning, order fulfilment, and documentation within a fast-paced supply chain environment.

Dispatch & Logistics Coordination

• Optimize truck utilization by balancing load capacity, delivery schedules, and customer priority.
• Monitor truck movements and coordinate with drivers for smooth deliveries and pickups.
• Plan, coordinate, and oversee daily dispatch activities to ensure timely delivery of orders.
• Allocate delivery routes efficiently with a strong understanding of Nairobi’s routes to minimize delivery time and fuel costs.
• Optimize truck space and scheduling to ensure maximum truck utilization.
• Assign and supervise a team of casuals and drivers during dispatch operations.
• Ensure all dispatches are accompanied by proper documentation including invoices, delivery notes, and transport logs.
• Collaborate with quality control personnel to check that products meet safety and quality standards before dispatch
• Conduct weekly and monthly stock take 
• Monitor stock levels and ensure proper communication is maintained to avoid stock outs 
• Communicate any slow moving SKU to management for decision making
• Ensure Reverse Logistics is fully adhered to

Order Processing & Verification

• Verify customer orders against invoices and packing lists before dispatch.
• Ensure accurate order picking, packing, and labeling in accordance with cold chain standards.
• Handle last-minute order changes and resolve order discrepancies swiftly.
• Communicate with sales team to ensure any deviation from customer order is communicated effectively and in realtime

Documentation & Reporting

• Maintain up-to-date dispatch logs, delivery notes, vehicle allocation sheets, and stock movement records.
• Ensure compliance with internal SOPs for product traceability and dispatch accuracy.
• Prepare daily, weekly, and monthly dispatch and stock reconciliation reports.
• Ensure Documents are filed on time .

Team Leadership

• Supervise and coordinate a team of casual workers during loading/unloading and dispatch operations.
• Assign tasks, monitor performance, and ensure adherence to safety and hygiene standards.
• Provide basic training and on-the-job guidance to dispatch staff.
• Draft internal SOPS to give guidelines to the team 
• Delegate tasks effectively and ensure that daily KPIs are met.

Cold-Room Management & Asset management

• Monitor cold-room temperatures and ensure products  are stored and handled as per company and health standards.
• Assist in organizing and rotating stock using FIFO/LIFO methods to prevent spoilage.
• Coordinate with maintenance for timely servicing of cold storage units.
• Ensure the coldroom is always clean and properly arranged 
• Ensure all products are batched 
• Maintain an accurate register of dispatch equipment, tools, and company assets  Crates, pallets tags,Packaging bags ,Sealing machines ,scales ,Tables etc 
• Ensure that handling equipment is in good working condition and escalate any maintenance needs.

Quality Control & Compliance

• Inspect goods for quality, hygiene, and temperature compliance before loading.
• Report any substandard or spoiled products to the Quality Assurance and Procurement teams.
• Ensure proper handling of perishable goods to minimize losses and maintain compliance with food safety standards.
• Ensure cleanliness is maintained at all times during and after dispatch .

Qualifications and Experience:

• Certificate or Diploma in Logistics, Supply Chain Management, Business Administration, or related field is a must. 
• Minimum of 6 Months to 1 year of relevant attachment or internship experience in dispatch operations, stock reconciliation, or asset management, preferably in a food or cold-chain logistics environment.
• Proficient in Microsoft Excel and Inventory systems.
• Excellent knowledge of Nairobi routes and traffic patterns.
• Experience supervising teams, particularly casual labor staff.
• Solid understanding of cold chain logistics and food handling procedures.
• Strong organizational and communication skills—both written and verbal.
• High level of accuracy, attention to detail, and time management.
• Physically fit and willing to work in cold-room environments and flexible hours as needed.