Dispatch Officer

To liaise with the planning and operations team for truck planning/placement of trucks for Local / Upcountry dispatches
To request transporter for appropriate truck by confirming the product to be dispatched
To liaise with the transporter for the placement of trucks on time
To monitor truck movement from the 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 in arranging the truck and take corrective action

Documentation & SAP Compliance

To generate Delivery Note, Gate Pass & Loading Slip as per the Sales Order/STOs quantity requirement in SAP
To reconcile the STO and Dispatches on fortnight monthly basis and ensure closure
To process the clearing agent invoice after the due verification process and acceptance of all required documents

Management of Stocks in Sales Storage Location

To keep tabs of Material & Stocks received from Production to Sales Location
To carry out Monthly physical Stock Count.
To enter the count in the system & generate the Sales Storage Location inventory document in SAP for further approval & adjustments.

Customer Relation

To keep customer updated on the truck dispatch.
To provide / submit required documents to customer for receipt
To liaise with customer for documentation support / timely clearance of documents for truck from 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/STO’s and be able to keep records of all for purposes of determining
Review policy periodically and recommend changes if required
All related file from process start to end process should be kept and secured at appropriate location

Systems and Procedures

To ensure full compliance with Environment, Health and Safety (EHS) regulations, Contractors policy, ISO process flow
To ensure compliance of all internal policies in place, at all time and ensure same practice from subordinates
To liaise and establish links with external bodies to research on 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 Note / Invoicing, Stocks, SAP compliance management
Monthly, Weekly, as required Truck movement/dispatch report

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