Jobs at Bollard Consulting Limited

SCOPE OF WORK

• The Receiving and Quality Control Officer is responsible for the controlled, accurate and timely receipt, verification, inspection, documentation and recording of all goods entering the company, as well as quality checks on goods received, stored, transferred, processed or prepared for dispatch. The role covers local and imported deliveries, authorised transfers, customer and supplier returns, physical quantity and condition verification, specification checks, discrepancy reporting, preparation of Goods Received Notes (GRNs), system entries, segregation and tracking of damaged or non-conforming goods, and documented handover of accepted goods to designated storage areas. The Officer maintains traceable receiving and quality records, coordinates with Procurement, Imports, Inventory, Finance, Production and relevant teams, and helps ensure that goods are not treated as accepted stock or released for use or dispatch before required checks and approvals are complete.

JOB PURPOSE

• To protect the organization against receiving errors, inventory losses, quality failures, customer complaints and avoidable rework by ensuring that incoming goods are authorised, accurately counted, checked against supporting documents and approved requirements, inspected for visible defects and non-conformities, recorded correctly, and handed over through controlled procedures. The role ensures that discrepancies are reported promptly, affected goods are identified and segregated, GRNs and system records reflect actual accepted quantities, and corrective actions or authorised decisions are followed through.

MAIN DUTIES AND RESPONSIBILITIES

Management and Coordination of Incoming Goods

• Manage receipt of goods from imports, local procurement, authorised transfers, customer returns, supplier returns and other approved sources.
• Coordinate delivery schedules with Procurement, Imports, suppliers, transporters and the Stores Supervisor, ensuring receiving space and resources are available.
• Confirm deliveries are routed through the designated receiving area and supported by purchase orders, delivery notes, packing lists, import documents, return authorisations or other approved instructions.
• Record delivery arrival details, supplier or source, document references, item details, quantities and receipt status.
• Prioritise urgent production materials and time-sensitive deliveries in consultation with the Stores Supervisor and relevant departments.
• Escalate undocumented, unauthorised, unidentified or unexpected deliveries before accepting them into available inventory.
• Maintain traceability from delivery arrival through verification, inspection, acceptance or rejection, system recording and handover.

Physical Quantity, Identity and Document Verification

• Physically count, measure, weigh or otherwise verify delivered goods against authorised purchase orders, delivery notes, packing lists, supplier invoices and other relevant documents.
• Confirm item descriptions, product codes, sizes, colours, models, quantities, batches, serial numbers, packaging and other identifying details where applicable.
• Check partial deliveries, outstanding quantities, substitutions, excess deliveries and missing packages, ensuring that accepted quantities are not overstated.
• For imported consignments, compare available item and quantity details against purchase orders, packing lists, supplier invoices, shipment references and relevant import documents.
• Verify that required documents, certificates, batch details, expiry dates and product-specific requirements are present where applicable.
• Document discrepancies promptly and retain supporting evidence, including photographs where appropriate and permitted.
• Coordinate with Procurement, Imports, Finance and the Stores Supervisor to clarify missing documents and resolve receipt discrepancies.

Quality Inspection and Specification Checks

• Independently check goods against approved specifications, samples, product requirements and relevant customer or production requirements.
• Conduct visual, dimensional, functional or other basic inspections appropriate to the goods and within training and authority.
• Check for breakage, defects, damage, contamination, deterioration, tampering, incorrect labelling, poor workmanship, missing parts or other non-conformities.
• Use approved checklists, measuring tools, reference samples and inspection criteria; follow equipment-use and calibration requirements where applicable.
• Conduct sample-based or full inspections according to product risk, company procedure and supervisor instructions.
• Request specialist testing or technical assessment when routine checks are insufficient.
• Record objective inspection findings and coordinate with relevant personnel before a receipt is accepted or goods are released.

Receipt Processing, GRNs and System Management

• Manage the receiving workflow from arrival and document checking through physical verification, inspection, acceptance, system processing and handover.
• Prepare Goods Received Notes (GRNs) for verified and accepted goods in accordance with company procedures and delegated authority.
• Enter accepted quantities, item codes, descriptions, source references and other required details accurately into Tally or the company’s designated inventory system.
• Process complete and approved receipts promptly, normally on the same working day, subject to system availability and required approvals.
• Ensure physical receipt records, GRNs, inspection findings, supplier documents and system transactions agree.
• Maintain complete and organised records for accepted, rejected, damaged, quarantined, disputed or pending-inspection goods.
• Correct errors only through authorised procedures and preserve the audit trail for amendments, reversals and adjustments.
• Coordinate with Finance and Procurement to support matching of purchase orders, goods received records and supplier invoices.
• Prevent duplicate, omitted, unsupported or unauthorised receipt entries and report suspected irregularities.

Acceptance, Segregation and Handover to Stores

• Clearly identify goods as accepted, pending inspection, rejected, damaged, quarantined or awaiting further instructions.
• Segregate goods requiring verification or approval from accepted goods to prevent accidental use, issue, mixing or dispatch.
• Coordinate with the Inventory Officer or designated stores personnel to transfer accepted goods to the correct storage area and bin location.
• Provide handover details, including item descriptions, accepted quantities, GRN references, batch or serial details and special handling instructions where applicable.
• Obtain acknowledgement of handover where required and follow up on goods awaiting inspection, posting or storage.
• Coordinate authorised direct deliveries to Production or other departments through the correct documentation and inventory process.
• Do not treat unverified or non-conforming goods as accepted stock or release them for normal use without required clearance.

Damaged, Rejected and Non-Conforming Goods

• Identify and document goods that are damaged, defective, incomplete, contaminated or inconsistent with approved specifications.
• Label and segregate affected goods promptly in the designated area and prevent unauthorised use, issue or dispatch.
• Prepare discrepancy, damage or non-conformance reports recording item, quantity, batch/reference, supplier or source, delivery reference, defect, date and supporting evidence.
• Notify the Stores Supervisor, relevant manager, Quality/Production personnel and Procurement or Imports as appropriate.
• Track affected goods until an authorised decision is implemented and documented, including acceptance by concession, replacement, supplier return, repair, rework, disposal or another approved outcome.
• Do not independently approve write-offs, disposals, stock adjustments, supplier claims or final disposition unless formally authorised.
• Verify that required corrective actions and clearance are documented before affected goods are returned to available stock or released for use.

Customer and Supplier Return

• Receive returned goods only against an approved return authorisation, customer return documentation, supplier instruction or other authorised record.
• Verify the description, quantity, condition and identifying details of returned items against relevant documentation.
• Record the reason for return, original transaction reference where available, date received, condition, inspection outcome and current status.
• Inspect returned goods and help distinguish supplier or manufacturing defects from transit damage, handling damage, incorrect picking or other causes.
• Keep returned goods separate pending inspection and an authorised decision on whether they may return to saleable stock, be repaired, returned to a supplier or be treated as damaged or non-conforming.
• Coordinate with Sales, Inventory, Finance, Procurement, Production and relevant personnel to process returns and support supplier or customer claims.
• Track supplier returns until collection, replacement, credit or another agreed resolution; maintain a returns register and escalate unresolved cases.

In-Process, Stock and Dispatch Quality Checks

• Carry out scheduled or risk-based checks on selected stock, production materials, work in progress and finished goods where assigned.
• Verify that picked, packed or dispatch-ready goods match the approved order, specification, quantity and required condition.
• Check product identification, packaging and labelling before handover for dispatch where assigned.
• Identify recurring quality issues in storage, handling, production, packing or dispatch and recommend preventive measures.
• Work with Inventory, Stores, Production and other relevant teams to apply inspection requirements consistently.

Reporting, Reconciliation and Audit Support

• Prepare daily, weekly and monthly reports covering deliveries received, quantities accepted or rejected, GRNs processed, inspections, pass/fail results, discrepancies, damaged goods, returns and outstanding actions.
• Maintain receiving, inspection, non-conformance and returns registers with clear references and status updates.
• Reconcile receiving records against delivery documents, GRNs, inspection records and system transactions; investigate unexplained differences.
• Analyse recurring issues by supplier, item, batch, transport arrangement, process or department and recommend corrective or preventive action.
• File inspection checklists, GRNs, supplier documents, approvals, discrepancy reports and supporting evidence securely for retrieval, invoice verification and audit.
• Provide records and evidence to authorised management, Finance, Procurement, the Stock Controller and auditors when requested.
• Immediately escalate critical defects, safety risks, suspected fraud, document manipulation, unauthorised receipts, repeated supplier failures or attempted unauthorised release.

Corrective Action and Continuous Improvement

• Follow approved receiving procedures, inspection methods, sampling rules, acceptance criteria and escalation paths.
• Participate in root-cause analysis, quality reviews, internal audits, stock checks and corrective/preventive action reviews.
• Track assigned corrective actions and check whether agreed measures have reduced recurrence.
• Recommend improvements to receiving, storage, handling, packaging, production and dispatch processes to reduce errors, delays, damage and avoidable losses.
• Report system access issues, record inconsistencies and unauthorised changes; never alter, backdate, conceal or omit findings.

Team Coordination and Guidance

• Coordinate with Receiving, Inventory, Stores, Procurement, Imports, Finance, Production, Sales, suppliers and transporters to maintain an effective receiving and inspection workflow.
• Where assistants or other personnel are assigned, allocate daily tasks and monitor counting, checking, unloading, identification, segregation, documentation and handover activities.
• Brief and guide relevant staff on verification standards, document requirements, inspection checklists, segregation rules, system workflows and safe handling practices.
• Monitor accuracy, productivity and compliance within assigned responsibilities; report repeated errors, negligence, training needs or conduct concerns through the appropriate channels.
• Maintain independent and objective inspection findings while promoting teamwork and accountability.

Safety, Housekeeping and Security

• Maintain clean, organised and safe receiving and inspection areas, with goods placed in designated receiving, inspection, quarantine or temporary holding areas.
• Keep walkways, emergency exits and access routes clear; stack, handle and secure goods in line with weight, packaging and handling requirements.
• Use required personal protective equipment and follow safe manual-handling and equipment-operation procedures.
• Keep inspection tools and samples clean, organised and properly stored; report damaged equipment, unsafe deliveries, leaking packages and other hazards promptly.
• Control access to receiving areas and ensure goods are not removed without the required documentation and authorisation.
• Comply with company policies and applicable product, health, safety and regulatory requirements.

AUTHORITY AND ACCOUNTABILITY

• May verify quantities, item identity, physical condition and supporting documents; request missing documentation; prepare GRNs and discrepancy reports within approved procedures.
• May place questionable, damaged or non-conforming goods on hold, label and segregate them, and recommend quarantine, rejection, rework, replacement or further assessment.
• May coordinate assigned receiving personnel and escalate issues to the Stores Supervisor or authorised manager.
• Final acceptance exceptions, commercial decisions, write-offs, disposals, stock adjustments and final disposition of non-conforming goods remain with an authorised manager unless authority is formally delegated.
• Must not release quarantined goods, approve substitutions outside approved procedures, approve unsupported transactions or amend official records without the required authorisation.
• Is accountable for accurate physical verification and inspection, complete receiving and quality records, timely system entries, prompt discrepancy reporting, correct segregation and documented handover of accepted goods.
• Must maintain impartial, evidence-based records and must not conceal, minimise, backdate or improperly influence receiving or quality findings.

ROLE SPECIFICATIONS

Education and Qualifications

• Diploma or certificate in Supply Chain Management, Procurement and Logistics, Stores Management, Quality Control/Quality Assurance, Manufacturing, Engineering, Business Administration or a related field relevant to the company’s products.
• A relevant bachelor’s degree is an added advantage.
• Training in inspection methods, quality systems, health and safety or relevant product standards is an advantage.
• Basic computer literacy and ability to use MS Excel and Tally or equivalent ERP/inventory management software.

Experience

• At least 2 years of relevant experience in goods receiving, quality inspection, stores operations, warehouse administration, inventory control, production, manufacturing or logistics.
• Experience checking supplier deliveries against purchase orders, specifications, samples and delivery documentation.
• Experience preparing GRNs, recording discrepancies, maintaining inspection/returns registers and following up corrective actions.
• Experience with imported consignments and import documentation is an added advantage.

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JOB PURPOSE

• To coordinate accurate and timely order fulfilment by managing order processing, reserved orders, picking and packing coordination, dispatch documentation, and fulfilment records. The role ensures that customer and internal orders are processed accurately, outstanding orders are monitored, and the relevant teams are coordinated to meet agreed deadlines.

KEY RESPONSIBILITIES

Order Processing & Fulfilment Coordination

• Receive, review and process order documentation in accordance with approved procedures and required timelines.
• Verify order details, item codes, quantities, specifications and any special instructions before fulfilment.
• Coordinate order picking, allocation, packing and preparation for dispatch with the relevant stores and dispatch teams.
• Check that picked items and quantities match the order and supporting documentation before handover.
• Monitor order status and follow up on pending, incomplete or delayed orders.

Reserved Orders & Stock Allocation

• Maintain accurate records of reserved orders and ensure allocated stock is clearly identified in the approved system or process.
• Coordinate with inventory staff to confirm stock availability before committing to fulfilment timelines.
• Monitor reserved stock and follow up on orders awaiting completion, collection or dispatch.
• Escalate stock shortages, allocation conflicts and unauthorised changes promptly.

Dispatch Documentation & Handover

• Prepare, check and maintain order-related documents, including picking lists, delivery notes and dispatch records, as applicable.
• Ensure orders are handed over to dispatch with complete and accurate documentation.
• Coordinate with the Dispatch Officer and relevant teams on delivery priorities, urgent orders and outstanding issues.
• Maintain traceable records of order release, dispatch handover and any changes or exceptions.

Order Tracking & Customer/Internal Coordination

• Maintain an up-to-date tracker of open, completed, delayed and partially fulfilled orders.
• Communicate order progress, shortages and delays to the appropriate internal teams and escalate issues requiring decisions.
• Coordinate with Sales/Customer Service and Stores to resolve order discrepancies and fulfilment queries.
• Support timely resolution of order amendments, cancellations and returns in line with approved procedures.

Administration, Systems & Reporting

• Enter and update order information accurately in the relevant system, spreadsheet or register.
• Maintain organised files and records for orders, dispatches, pending items, returns and related correspondence.
• Prepare routine reports on order volumes, fulfilment accuracy, pending orders, delays and recurring issues.
• Protect confidential business and customer information and follow document-control requirements.

Quality, Compliance & Continuous Improvement

• Follow approved order fulfilment, stock-handling, safety and housekeeping procedures.
• Identify recurring processing errors, documentation gaps and workflow bottlenecks and recommend improvements.
• Report damaged, incorrect or non-conforming items identified during fulfilment and ensure they are referred for assessment.
• Carry out other related administrative and order fulfilment duties within the scope of the role as assigned by management.

Education & Experience

• A certificate or diploma in Business Administration, Supply Chain Management, Logistics, Stores Management or a related field.
• At least 1–3 years of experience in order processing, administration, stores operations, logistics support or a related role.
• Experience using inventory/order systems and maintaining operational records is an advantage.

Knowledge & Skills

• Order processing, order tracking, picking and dispatch documentation.
• Accurate data entry, filing, record keeping and report preparation.
• Basic computer skills, including spreadsheets and relevant business systems.
• Coordination, communication, prioritisation and follow-up skills.
• Attention to detail and ability to work to deadlines.

Core Competencies

• Accuracy and attention to detail.
• Organisation and time management.
• Accountability and follow-through.
• Communication and teamwork.
• Integrity, customer focus and continuous improvement.

AUTHORITY & ACCOUNTABILITY

• Responsible for day-to-day order processing, tracking, documentation and fulfilment coordination.
• May assign or coordinate tasks for the Clerk and General Worker within approved procedures and delegated authority.
• Must obtain approval for non-standard order changes, stock adjustments, write-offs, purchases or other decisions beyond delegated authority.
• Accountable for accurate order records, complete dispatch documentation, timely escalation of fulfilment risks and protection of company information and stock.

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Scope of Work:

• Coordinate and oversee all dispatch operations from order readiness to confirmed delivery, ensuring timely, accurate, and efficient execution. Responsibilities include managing company truck and fleet utilization, coordinating third-party logistics (3PL) providers, supervising drivers, loaders, and delivery teams, planning delivery routes, and ensuring proper preparation and control of delivery notes and dispatch documentation within the relevant company systems. The role also entails preparing dispatch reports, tracking delivery performance, following up on pending or delayed deliveries, and monitoring transport costs to promote operational efficiency and cost control. The Dispatch Officer is responsible for ensuring compliance with approved dispatch procedures and maintaining accurate, complete, and traceable records, while escalating matters requiring management approval, including vehicle repairs, transport expenditure, supplier or 3PL commercial decisions, and employee-relations issues, to the Line Manager. The role operates within its designated authority and does not make decisions on behalf of other departments or determine company-wide logistics policies.

JOB PURPOSE

• To ensure that customer orders are dispatched and delivered accurately, on time, and at controlled cost by coordinating the company's trucks and fleet resources, third-party logistics (3PL) providers, and the drivers, loaders, and delivery teams who execute deliveries. The role plans efficient delivery routes and schedules, prepares and controls delivery notes and dispatch records so that every consignment is traceable from dispatch to confirmed delivery, and produces reliable dispatch reports that give management visibility of delivery performance, vehicle utilization, 3PL service levels, and transport expenditure. The Dispatch Officer also monitors and verifies transport costs, identifies bottlenecks and recurring dispatch failures, recommends practical improvements, and escalates matters that require management decision or approval — protecting customer service, the integrity of dispatch records, and the company's transport cost position.

MAIN DUTIES AND RESPONSIBILITIES

Truck & Fleet Management

• Coordinate the daily allocation and utilization of company trucks and fleet resources against approved delivery schedules, confirming vehicle availability, capacity suitability, and driver assignment before dispatch.
• Carry out and record pre-departure vehicle condition checks (or confirm that drivers have done so), and report defects, safety concerns, and unroadworthy vehicles to the Line Manager before the vehicle is released for delivery.
• Maintain the fleet maintenance and service schedule, vehicle service records, and compliance documentation (e.g., insurance, inspection, and licence expiry dates where applicable), and follow up with the responsible party so that scheduled servicing is completed and records are current.
• Monitor fuel issues and fuel usage per vehicle against mileage and trips completed, and report abnormal consumption for review.
• Report breakdowns, accidents, and delivery disruptions immediately, arranging contingency vehicle or 3PL cover within approved arrangements. Repairs, vehicle purchases, and fleet expenditure are recommended and escalated to the Line Manager for approval — they are not authorized by this role.

Third-Party Logistics (3PL) Management

• Coordinate delivery assignments to outsourced transport providers in line with approved arrangements, communicating clear delivery instructions, customer details, delivery windows, and documentation requirements.
• Monitor 3PL delivery performance against agreed service levels and delivery timelines, keeping a record of delays, damages, missed or failed deliveries, and documentation failures by provider.
• Verify 3PL transport charges and invoices against dispatch records, delivery confirmations, and agreed rates before they are forwarded for payment processing, and flag discrepancies for review.
• Follow up and resolve delivery issues with 3PL providers promptly, and escalate repeated or serious service failures to the Line Manager with supporting records. Appointment, termination, rate negotiation, and contractual decisions regarding 3PL providers rest with management.

Driver, Delivery Team & Loader Coordination

• Allocate delivery work to drivers, delivery crews, and loaders in line with the day's dispatch plan, and brief them on delivery sequence, customer requirements, special handling instructions, and documentation to be carried and returned.
• Coordinate vehicle loading and offloading so that goods loaded match the delivery note and dispatch plan, are correctly secured, and are handled safely to prevent damage and loss.
• Monitor adherence to delivery schedules, maintain communication with delivery teams while deliveries are in progress, and manage changes, delays, and customer issues as they arise.
• Enforce compliance with company safety requirements, professional conduct, and dispatch procedures among drivers, loaders, and delivery teams.
• Where the role holds direct reports, supervise attendance and day-to-day performance; where the role has operational coordination only, direct daily work without line authority. In both cases, escalate attendance, conduct, or performance concerns to the Line Manager and HR through the appropriate channels.

Route Scheduling & Delivery Planning

• Prepare daily and weekly delivery schedules and route plans, sequencing deliveries by customer location, delivery time windows, order priority, vehicle capacity, and driver availability.
• Consolidate deliveries where practicable to improve vehicle utilization and to minimize unnecessary mileage, waiting time, empty running, and avoidable delivery cost.
• Adjust routes and schedules in response to urgent orders, traffic, road conditions, vehicle breakdowns, or customer changes, and communicate delays and revised delivery times to affected customers and internal stakeholders without delay.
• Review completed routes against plan to identify recurring delays, inefficient routing, and missed delivery windows, and apply or recommend improvements.

Dispatch Documentation & System Management

• Prepare, verify, process, update, and file dispatch records in the relevant company systems — including delivery notes, dispatch registers, order documentation, proof of delivery (POD), vehicle movement records, and transport documents — ensuring each record is accurate, complete, and traceable to the approved order.
• Process dispatch transactions in the relevant systems within established timelines so that system records reflect actual dispatch and delivery status.
• Ensure signed delivery notes and PODs are returned, checked, matched to dispatch records, and filed in an organized system that allows retrieval on request, and follow up on missing or unsigned acknowledgements.
• Identify and correct documentation errors, missing records, and system discrepancies, and report unresolved discrepancies to the Line Manager.
• Dispatch Process Management & Improvement
• Monitor the dispatch workflow from order readiness and dispatch authorization through loading, departure, delivery, and confirmation of delivery, ensuring each stage is completed in line with approved procedures.
• Identify bottlenecks, recurring errors, late dispatches, documentation gaps, and failed or incomplete deliveries; investigate root causes and record corrective actions.
• Recommend practical improvements to dispatch procedures, coordination with Stores, Sales, and Finance, and delivery processes, and implement approved changes within the dispatch function.
• Escalate process failures and recurring issues that need management approval, cross-departmental action, or policy change to the Line Manager, and follow up on agreed corrective actions until closed.

People Management

• Plan and coordinate the workload of the dispatch team members under the role's direction, setting clear daily expectations on tasks, timelines, quality, and safety.
• Monitor individual and team performance against dispatch targets, give timely feedback, and flag training and development needs to the Line Manager and HR.
• Maintain professional conduct, discipline, and teamwork within the dispatch team, and support new team members through on-the-job orientation on dispatch procedures.
• Escalate disciplinary, grievance, and employee-relations matters to the Line Manager and HR. Recruitment, termination, and formal disciplinary decisions are outside the authority of this role and rest with management and HR.

Preparation of Delivery Notes

• Prepare delivery notes promptly against approved orders and dispatch instructions, ensuring they are issued before goods leave the premises.
• Verify product descriptions, quantities, customer name and delivery address, order references, vehicle and driver details, and other required information against the approved order and the goods loaded.
• Obtain the required authorizations and approvals before release where company procedure requires them, and do not dispatch goods without an approved order or dispatch instruction.
• Ensure that the delivery note accompanies each delivery, that customer acknowledgement (signature, name, date, and stamp where applicable) is obtained on delivery, and that copies are retained and filed.
• Correct, cancel, or reissue delivery notes only in line with procedure, with the reason recorded and approval obtained where required.

Dispatch Reporting

• Prepare dispatch reports covering: number and status of deliveries; on-time delivery performance; pending, delayed, incomplete, and failed deliveries; vehicle utilization and availability; 3PL performance; delivery documentation and POD status; transport expenditure and cost variances; and dispatch incidents, discrepancies, and corrective actions.
• Submit dispatch reports to the Line Manager at the intervals agreed with management, ensuring figures are accurate, reconciled to dispatch records, and supported by source documents.
• Follow up on pending, delayed, and failed deliveries until they are resolved, and report the outcome and root cause in subsequent reports.
• Maintain records and trend data that support performance review, and raise recurring issues and recommended actions in reports.

Transport Costing Management

• Prepare and maintain records of transport costs for company fleet operations and outsourced deliveries, including fuel, mileage, cost per delivery, cost per kilometre, and 3PL charges.
• Monitor and analyze transport expenditure against approved budgets and route efficiency, and report cost variances with explanations to the Line Manager.
• Verify supporting documentation for transport costs (fuel records, trip records, 3PL invoices, and delivery confirmations), and investigate unusual or unexplained cost variances.
• Escalate discrepancies and cost-saving recommendations for review. This role monitors and verifies transport costs; it does not approve budgets, authorize payments, make procurement decisions, or give financial sign-off.

ROLE SPECIFICATIONS

Minimum Qualifications & Experience

• Diploma or Bachelor's Degree in Supply Chain Management, Logistics, Transport Management, Procurement, Business Administration, or a related field.
• A certificate in logistics, transport, or distribution management is an advantage.
• Relevant experience in dispatch, logistics, distribution, transport coordination, or fleet coordination within a warehouse or supply environment.
• Valid driving licence.
• Proficiency in the company's dispatch or ERP system (to be confirmed by management) and intermediate-to-advanced MS Excel.

Key Skills

• Dispatch planning and coordination — able to organize daily dispatch operations to meet delivery commitments.
• Fleet and transport coordination — able to allocate vehicles, track availability and maintenance, and respond to breakdowns.
• Route scheduling and optimization — able to sequence deliveries to reduce mileage, waiting time, and cost.
• Third-party logistics coordination — able to assign work to, monitor, and hold outsourced providers to agreed service levels.
• Documentation and system administration — accurate preparation and processing of delivery notes, PODs, and dispatch records.
• Report preparation and data analysis — produces clear, accurate dispatch and transport cost reports in MS Excel.
• Transport cost monitoring — able to calculate and analyze cost per delivery, cost per kilometre, and fuel consumption.
• Problem-solving and operational decision-making — responds quickly to delays, breakdowns, and customer issues.
• Communication and cross-departmental coordination — works effectively with Stores, Sales, Finance, drivers, and customers.

Core Competencies

• Operational Planning & Organization — plans dispatch operations ahead, prioritizes competing deliveries, and keeps work orderly under pressure.

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JOB PURPOSE

• To maintain inventory accuracy and availability while coordinating day-to-day production activities, including stitching, tailoring and fabric-related work assigned to the team. The role is responsible for stock control, production output, material usage, quality monitoring, team coordination and reliable records to support operational requirements.

KEY RESPONSIBILITIES

Inventory Control & Stock Accuracy

• Maintain accurate physical and system stock records and investigate discrepancies promptly.
• Ensure stock is properly received, identified, labelled, stored and assigned to the correct bin or location.
• Monitor stock levels and fast- and slow-moving items to support availability and minimize excess or obsolete stock.
• Apply FIFO or other approved stock rotation procedures where applicable.
• Maintain records of stock movements, adjustments and transfers, ensuring required approvals are obtained.

Stocktaking & Inventory Reporting

• Conduct or coordinate routine cycle counts and periodic stock takes in line with the approved schedule.
• Reconcile physical counts against system records, document variances and escalate unresolved discrepancies.
• Prepare reports on stock accuracy, shortages, excess stock, slow-moving items and inventory risks.
• Ensure inventory areas are organized, clearly labelled and maintained to support efficient stock identification and retrieval.

Production Planning & Team Coordination

• Allocate daily production tasks to Stitchers and the General Worker based on approved priorities and workload.
• Communicate production quantities, quality expectations and completion deadlines to team members.
• Monitor progress against production plans, job cards, specifications and required completion dates.
• Coordinate production priorities with the Head of Warehouse and Logistics and Admin / Order Fulfilment Officer.
• Monitor attendance, productivity and adherence to work procedures; escalate performance or resourcing concerns through the appropriate channel.

Stitching, Tailoring & Production Output

• Coordinate stitching, tailoring and fabric-related work assigned to the team in line with approved requirements.
• Monitor completed quantities, work in progress and pending jobs, and maintain accurate production records.
• Identify workflow bottlenecks, equipment issues or material constraints and escalate them promptly.
• Ensure completed production is identified and handed over for inspection, storage or order fulfilment as appropriate.
• Report output variances and reasons for delays against the production plan.

Quality Control & Non-Conformance

• Ensure production follows approved designs, measurements, samples, specifications and quality standards.
• Inspect work at appropriate stages and ensure defects are identified, recorded and corrected.
• Monitor rework, rejects and recurring quality issues and coordinate corrective actions.
• Identify and separate non-conforming materials or finished items pending assessment or an approved decision.
• Coordinate with the Receiving & QC Officer where quality issues or material concerns require joint review.

Materials, Re-ordering & Waste Control

• Monitor fabric, accessories and other production material requirements and alert the responsible person when stock approaches reorder levels.
• Coordinate with procurement or management on shortages, lead times and urgent material requirements.
• Monitor material consumption against production requirements and approved usage standards where available.
• Record and report wastage, rework, material variances and avoidable production losses.
• Do not commit purchases or supplier orders outside delegated authority.

Damaged Goods, Returns & Stock Issues

• Identify, record and report damaged, defective, returned or non-conforming stock and production output.
• Ensure affected items are labelled and kept separate until assessed or dispositioned.
• Coordinate approved repairs, rework, replacement or return actions and maintain supporting records.
• Investigate recurring stock or production issues and recommend practical preventive measures.

Documentation, Safety & Continuous Improvement

• Record stock movements, production output, material usage, defects and wastage accurately and on time.
• Prepare routine reports covering stock accuracy, production output, material usage, quality and inventory risks.
• Ensure team members follow applicable safety, housekeeping and equipment-handling procedures.
• Provide clear instructions, coaching and on-the-job guidance to team members.
• Identify opportunities to improve stock control, workflow, productivity and material utilisation, and carry out other related duties within the scope of the role as assigned.

Education & Experience

• A certificate or diploma in Supply Chain Management, Stores and Inventory Management, Logistics, Procurement, Production Management or a related field.
• At least 2–3 years of experience in inventory control, stores operations, production coordination or a related operational role.
• Experience coordinating a team in a stitching, tailoring, garment, textile or fabric production environment is an advantage.

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Scope of Work:

• The Head of Warehouse and Logistics is responsible for the overall leadership, coordination, and performance of warehouse and logistics operations, including warehouse layout and organization, development and implementation of policies and SOPs, team management, KPI monitoring, receiving, storage, order fulfilment, dispatch, and third-party logistics (3PL) coordination.
• The role also oversees warehouse budgeting and cost control, inventory accuracy, health and safety, legal and regulatory compliance, warehouse systems, documentation, and management reporting.
• The position is accountable for ensuring that warehouse operations are efficient, accurate, safe, compliant, and cost-effective. Decisions exceeding delegated authority, including budget approvals, capital expenditure, supplier and 3PL contracts, and termination of employment, must be escalated to the Line Manager and relevant departments for approval. The role does not exercise authority over other departments unless expressly delegated.

JOB PURPOSE

• To lead and manage the company's warehouse and logistics function so that stock is received, stored, controlled, and dispatched accurately, safely, on time, and at controlled cost in support of customer service and the company's commercial objectives. The Head of Warehouse and Logistics establishes and maintains the warehouse structure, processes, and policies; leads, balances the workload of, and develops the warehouse and logistics team; coordinates third-party logistics providers; and drives operational excellence through clear KPIs and continuous improvement. The role manages the warehouse budget within approved limits, ensures compliance with applicable legal, regulatory, and safety requirements, and maintains reliable systems, documentation, and reporting that give management accurate visibility of warehouse performance, costs, and risks.

MAIN DUTIES AND RESPONSIBILITIES

Warehouse Structure & Overall Management

• Manage the overall structure of the warehouse, including layout, storage zones, receiving and dispatch areas, racking and space utilization, and the organization of the warehouse team into clear roles and responsibilities.
• Ensure that the warehouse is organized to support efficient receiving, put-away, picking, packing, loading, and dispatch, with stock clearly located, labelled, and safely stored.
• Review the warehouse structure and capacity periodically against business volumes and recommend changes (layout, equipment, space, staffing structure) to management for approval.
• Maintain daily oversight of warehouse operations, ensuring that operational issues are identified, resolved, or escalated promptly.

Warehouse Structure & Overall Management

• Develop, document, implement, and maintain warehouse and logistics standard operating procedures (SOPs) and policies covering receiving, storage, stock handling, order picking, dispatch, returns, damages, and housekeeping.
• Ensure that SOPs and policies are communicated to, understood by, and followed by all warehouse and logistics staff, and take corrective action where they are not.
• Review SOPs and policies at least periodically and after incidents or audit findings, and submit proposed changes to the Line Manager for approval where they affect other departments or company policy.
• Ensure that process controls — authorization, segregation of duties, and documentation requirements — are applied consistently across the warehouse.

People Management

• Lead, supervise, and motivate the warehouse and logistics team, setting clear expectations on roles, targets, conduct, and safety.
• Identify skills gaps and training needs, arrange on-the-job and formal training in coordination with HR, and support succession and development within the team.
• Manage attendance, discipline, and conduct in line with company policy and the Employment Act, initiating disciplinary and employee-relations processes in coordination with HR and escalating matters in line with the approved authority levels.
• Participate in recruitment of warehouse and logistics staff by defining requirements, interviewing, and making recommendations; final hiring and termination decisions rest with management and HR.

Workload Balance

• Plan and allocate work across receiving, storage, picking, loading, and dispatch teams so that workload is evenly distributed and peak volumes are covered.
• Forecast workload and staffing needs from order volumes, expected deliveries, and seasonal peaks, and arrange shift patterns, rotation, and temporary cover within approved limits.
• Monitor overtime and productivity against workload, and recommend adjustments in staffing or schedules where imbalance, idle time, or excessive overtime is identified.
• Re-allocate resources in response to urgent orders, absences, and operational disruptions while maintaining safety and accuracy standards.

Operational Excellence

• Drive operational excellence in the warehouse by setting and monitoring performance standards for stock accuracy, order fulfilment accuracy, on-time dispatch, damage and loss rates, and warehouse productivity.
• Ensure that stock integrity is maintained through stock counts, cycle counts, FIFO/FEFO practices, and timely investigation and resolution of variances, working with Finance where adjustments are required.
• Identify bottlenecks, errors, delays, and waste in warehouse and logistics processes, conduct root-cause analysis, and implement continuous improvement initiatives within approved authority.
• Maintain warehouse housekeeping, equipment condition, and a safe, orderly working environment, and escalate equipment needs and capital requests to management.

3PL Coordination

• Coordinate the engagement of third-party logistics providers in line with approved arrangements, ensuring clear service requirements, delivery instructions, and documentation.
• Monitor 3PL performance against agreed service levels (delivery timelines, delivery accuracy, damages, documentation), and hold review meetings with providers to resolve issues.
• Verify 3PL charges against delivery records and agreed rates, and ensure discrepancies are resolved before payment is processed by Finance.
• Recommend the appointment, retention, or replacement of 3PL providers and any rate changes to management; contract awards and commercial terms are approved by management.

People Performance & KPI Management

• Set clear, measurable KPIs and targets for each role in the warehouse and logistics team in line with the approved performance management framework.
• Monitor performance against KPIs regularly, provide timely feedback and coaching, and keep records of performance discussions.
• Conduct performance appraisals for direct reports in line with company procedure, and recognize good performance and address underperformance through documented improvement plans with HR support.
• Report team and departmental KPI results to the Line Manager and use them to drive improvement actions and training priorities.

Warehouse Budget Management

• Prepare the annual warehouse and logistics budget proposal (operating costs, staffing, equipment, maintenance, consumables, and 3PL and transport costs) for approval by management.
• Monitor actual expenditure against the approved budget, analyze variances, and report the causes and corrective actions to the Line Manager and Finance on a regular basis.
• Control expenditure within the approved budget and the limits of delegated authority; submit expenditure beyond those limits to the appropriate approver before commitment.
• Identify and implement cost-saving opportunities in storage, handling, transport, and 3PL usage without compromising service or safety.

Legal & Compliance Management

• Ensure that warehouse and logistics operations comply with applicable laws and regulations, including health and safety (e.g., OSHA requirements), employment law, customs and excise requirements for imported goods where applicable, and company policies.
• Maintain required licences, permits, inspections, fire safety and insurance requirements, and safety equipment for the warehouse, with records kept current and renewals tracked.
• Ensure that incidents, accidents, near misses, and non-compliance are reported, investigated, documented, and corrected, and are escalated to management and HR as required.
• Coordinate with HR, Finance, and other relevant departments on compliance matters, and refer legal questions to management or the company's legal advisers; this role does not give legal opinions.

System & Document Management

• Ensure that all warehouse and logistics transactions — goods received, stock movements, orders, delivery notes, returns, adjustments — are recorded accurately and on time in the relevant company systems.
• Ensure that warehouse and logistics documents (GRNs, delivery notes, PODs, stock count sheets, dispatch records, incident reports) are complete, authorized, traceable, and properly filed for retrieval.
• Control access and authorization in warehouse systems in coordination with IT and Finance, and ensure that system and physical records are reconciled.
• Identify system and documentation gaps, and recommend improvements or system enhancements to management.

Warehouse Reports

• Prepare and submit regular warehouse and logistics reports to the Line Manager at agreed intervals, covering stock levels and accuracy, stock count results and variances, order fulfilment and dispatch performance, 3PL performance, damages and losses, slow-moving and expiring stock, staffing and productivity, safety incidents, and budget performance.
• Ensure that reports are accurate, reconciled to system and physical records, supported by source documents, and submitted on time.
• Highlight trends, risks, and recommended corrective actions in reports, and follow up on agreed actions until closed.
• Review and consolidate reports from team leads and supervisors before submission, and ensure that issues requiring management decision are escalated promptly.

ROLE SPECIFICATIONS

Minimum Qualifications & Experience

• Bachelor's Degree in Supply Chain Management, Logistics, Procurement, Business Administration, or a related field.
• A post-graduate diploma or professional certification in supply chain or logistics (e.g., CIPS, KIM) is an advantage.
• Progressive experience in warehouse, stores, or logistics operations, including supervisory or management experience.
• Knowledge of Kenyan health and safety, employment, and customs requirements to be confirmed by management as required.
• Proficiency in Tally ERP system and advanced MS Excel

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Position Role & Focus:

• The Quality Control (QC) Officer is responsible for ensuring complete quality control across all stages of agro-processing operations. This includes incoming raw materials, in-process processing, hygienic monitoring, finished goods inspection, and lab coordination. The role demands full-time factory floor presence, strict adherence to BRCGS/HACCP guidelines, and close collaboration with production teams.

Key Roles & Responsibilities

Intake Quality Control

• All incoming raw materials, processing aids, additives, chemicals, equipment, and packaging materials are inspected against approved specifications. Delivery documentation, supplier identification, traceability information, and compliance certificates are verified. Nonconforming materials are identified, segregated, documented, and reported immediately to the Quality Assurance Manager.

In-Process Quality Control

• Conduct inline checks for critical production stages: ripening, washing, peeling, slicing, spreading, sulphiting, drying, cooling, removing, sorting, sizing, packing, and storage. Monitor fruit quality parameters (brix, moisture, water activity, texture, defects, SO2). Ensure adherence to approved SOPs and train shop-floor workers on food safety specifications.

Food Safety Monitoring

• Monitor CCPs, oPRPs, and control measures per the food safety plan. Verify compliance with personal hygiene, PPE protocols, and hand-washing practices. Complete routine inspections of production areas, equipment, utensils, and food contact surfaces while verifying cleaning and disinfection activities. Report incidents promptly.

Finished Product QC & Dispatch

• Inspect all finished goods against customer and internal specifications prior to release. Verify packaging integrity, seal quality, pack weight, label accuracy, and presentation. Inspect export containers per checklist before loading. Complete and verify all dispatch documentation (dispatch check sheet, COA, loading sheet, packing list).

Sampling & Laboratory Coordination

• Collect representative samples (raw, WIP, finished product) as per the sampling plan. Conduct in-house laboratory testing and accurately document results. Maintain laboratory equipment in good working order, perform scheduled calibration/verification, and manage real-time inventory of lab consumables for timely replenishment.

Traceability & Record Keeping

• Ensure raw materials, WIP, packaging, and finished goods are properly identified and tracked across the workflow. Immediately report traceability gaps or missing batch codes. Maintain precise production/QC inspection sheets, lab reports, product release checklists, and NCRs, verifying record accuracy daily prior to QAM submission.

Certification, Audits & Inspections

• Support continuous implementation of BRCGS standards, HACCP plans, and operating procedures. Maintain audit readiness for customer, regulatory, and thirdparty inspections. Execute assigned internal audits on time, assist in audit finding closures, and verify corrective action implementation.

Nonconformance & CAPA Support

• Identify and document nonconformances (product specifications, hygiene, or process parameter deviations). Participate in root-cause analysis (RCA) and support implementation of corrective and preventive actions (CAPA). Assist in investigating customer complaints by preparing relevant quality data and historical logs.

Continuous Improvement & Reporting

• Active participation in site quality improvement initiatives focused on reducing product defects, rejections, rework, product losses, and contamination risks. Support the Quality Assurance Manager in compiling daily, weekly, and monthly quality performance reports

JOB SPECIFICATION

• Degree or Diploma in Food Science, Food Technology, Chemistry, Microbiology, or related discipline.
• Minimum of 1 to 2 years in food processing, agroprocessing, or fresh/dried fruit export operations with at least 2 to 3 months intensive internal onboarding covering product specs, lab procedures, BRCGS, and reporting tools.
• Certifications in HACCP, BRCGS, ISO 22000 / FSSC 22000, and Internal Auditing.
• Valid Food Handlers Certificate and mandatory local statutory clearances
• Proficiency in HACCP, GMP, BRCGS, and EU food safety standards.
• Understanding of dried fruit physical and chemical parameters.
• Experience in sampling, lab testing, and equipment calibration.
• Strong root cause analysis (RCA) and CAPA resolution skills.
• High attention to detail with robust documentation capabilities.
• Integrity, resilience, and operational focus under seasonal pressure.