Purpose of the Job

Supervise the dispatch processes and staff working in the dispatch area to ensure that the required activities are carried out as per Value and customer requirements.

Key Responsibilities 

Process

• Ensure that the Standard Operating Procedures are known, understood, trained on and maintained to ensure that the dispatch procedures are carried out correctly
• Understand and know how to make use of the various systems in the business
• Ensure effective planning of outbound stock is done daily as per the volumes to be dispatched
• Ensure effective planning of staff requirements to manage volumes expected
• Ensure that picking is planned correctly in order to meet volume requirements
• Ensure that sufficient materials and equipment is available to effectively carry out the dispatch tasks
• Ensure that all stock is handled in a manner which maintains the condition of the stock and its packaging as well as any specific the requirements of the products
• Carry out investigations where required for discrepancies of documentation, vehicles, seals or products upon dispatch
• Communicate issues with the customer where necessary
• Resolve all issues within 24 hours
• Arranging of vehicles when required to ensure that vehicles are booked and available on time for dispatch of stock
• Ensure that handover of stock to other operations are controlled as per the respective system processes
• Ensure that all loading procedures, when carried out, are done so correctly as per the required procedures
• Ensure that all loads dispatched from the warehouse are properly secured prior to departure
• Ensure that the WIP report is managed and maintained on a daily basis
• Ensure that control of all documentation is maintained at all times and all filing is up to date
• Ensure all dispatch reports are managed, maintained, monitored, actioned upon and reported to the respective managers
• Analyse dispatch stats from reports and use the information to action as required

Staff

• Supervise staff and their productivity within the dispatch area
• Ensure correct and effective resource planning is done to meet operational requirements
• Ensure overtime is kept to a minimum and only required on an exception basis
• Ensure that dispatch staff have the necessary training
• Carry out on-the-job training where required

Quality, Health and Safety and KPIs

• Ensure that dispatch KPIs are known, understood, measured, managed and maintained and reported on monthly
• Ensure proactive actions are taken
• Ensure that all QMS procedures are implemented and maintained
• Ensure NCRs/NCPs and IOs are raised daily, and staff are motivated to use the system to improve the operation
• Ensure that all NCR’s/NCP’s and IO’s are closed off within the required lead times (5 working days)
• Ensure standards of Health and Safety are maintained as well as the requirements of the Occupational Health and Safety Act
• Ensure that all monthly checks are carried out as required
• Maintain housekeeping standards on a daily basis

MHE and asset management

• Ensure that the facility, stock and assets are adequately secured and that all Loss Control policies and procedures are implemented
• Ensure that assets are well maintained, accounted for and reported on as required
• Ensure that all assets and MHE are optimally utilised

 Minimum Requirements

• Grade 12 (Matric)
• Logistics/warehouse/business management diploma/degree beneficial
• 5 years of experience in the logistics/warehouse industry

 Skills Required

• Supervisory skills
• Administrative capabilities
• Computer skills
• Ability to solve discrepancies when highlighted
• Ability to identify discrepancies in terms of stock condition and quantity
• Good communication skills
• Planning skills
• Able to make decisions