Dispatch Supervisor urgently wanted: Salary R14 000 per month

Johannesburg, Gauteng
R14 000 a month

Qualification

Matric
Relevant Degree/Diploma /Certification in Logistics/Supply chain Management or related
Requirements

3 -6 years experience as a Dispatch SUpervisor in a similar industry( Housewares/catering/glassware etc)
Duties

Ensure efficient and timeous service is provided to all ‘The Company’s’ clients interacting with
the ‘The Company’s’ Dispatch Department directly or indirectly
1.2 Ensure all staff in the Dispatch Dept. are adhering to OHS requirements in the
warehouse and on-delivery
1.3 Plan the Dispatch’s Department’s activities on a daily, weekly and monthly basis
1.4 Manage, monitor and improve the Dispatch Department’s operations effectively
and efficiently.
1.5 Build and maintain solid relationships with all ‘The Company’s’ stakeholders.
1.6 Ensure optimal Dispatch Dept. costs levels, keep track and record of all key costs
incurred by the Dispatch Dept. (e.g. Fuel Costs).
1.7 Ensure optimal resource usage and productivity across all areas.
1.8 Review and understand system functionality applicable to ‘The Company’s’ Warehouse
Dispatch Dept. Operations.
1.9 Ensure safety measures are applied to ensure the safety of goods in the Dispatch
Area, in-transit to deliveries and in-transit from upliftment.
1.10 Oversee the timely dispatch of goods due for delivery.
1.11 Ensure all staff going on delivery and/or upliftment are dressed in presentable
manner that reflects positively on ‘The Company’s’’s image to clients and suppliers
1.12 Plan, organize and direct Dispatch Dept. related administrative services such as
signage, cleaning, installations, maintenance, repair and safety inspections.
1.13 Perform day to day management administrative tasks such as maintaining files
and processing paperwork (e.g. fuel slips, PODs, Pallet Registers, Trip Sheets).
1.14 Timeously responding to and resolving customer/sales staff communications by
email, fax and telephone.
1.15 Overseeing the cost effective planned maintenance of vehicles, machinery and
equipment in the Dispatch Department as the need arises and as scheduled.
1.16 Producing regular reports and statistics on a daily, weekly and monthly basis or
as needed.
1.17 Ensuring all customer and internal staff warehouse queries are resolved timeously.
1.18 Ensure debriefing is conducted with all drivers and assistants returning from
delivery and/or upliftment trips on a daily basis.
1.19 Ensure all staff in the Dispatch Dept. fill out their daily checklists assigned to their
role as required and file all completed checklists in a systematic manner
1.20 Collect data and ensure the performance of individual staff and/or teams in the
Dispatch Department according to set KPIs.
1.21 Plan for and manage the collection of pallets owed to ‘The Company’s’ by clients and
suppliers.
1.22 Manage and monitor all contracted 3PL parties’ operation to ensure they comply with ‘The Company’s’ and ‘The Company’s’ clients’ SLAs and their housekeeping is according to ‘The Company’s’ standards.
1.23 Daily meetings with the Sales Admin and Finance teams to update on deliveries
and enquire on any issues raised by clients with regards to deliveries and collections.
1.24 Ensure daily follow ups are conducted on all collections orders not yet collected
thought the Sales Admin team or directly to the client.
1.25 Compile and send out the standard required daily e-mail communications on
Dispatch Department’s activities.
1.26 Ensure all Standard Operating Procedures (SOPs) and Service Level
Agreements (SLAs) are complied with when executing your daily duties.
1.27 Work in a manner that ensures all your KPIs are met continuously.
1.28 Perform any other duties as required from time to time by the Warehouse
Manager or Senior Management or any other member of staff delegated to
assign duties to you.
2. Supervisory / Leadership / Managerial Tasks
2.1 Communicate clearly and actively throughout the business units with the relevant
stakeholders (sales team, ‘The Company’s’ clients and management).
2.2 Prepare or direct preparation of correspondence, reports, statistics related to the
‘The Company’s’ Warehouse – Dispatch Department operations area of responsibility, and
operations, maintenance, and safety manuals.
2.3 Define/redefine key performance indicators for every role in the Dispatch
Department to measure effectiveness of the ‘The Company’s’ Warehouse – Dispatch
Department’s operations.
2.4 Complete and systematically file all Daily Checklists assigned to the Dispatch
Supervisor Role.
2.5 Interview, select, coach, train, manage, and appraise the performance of the
Dispatch Department’s personnel.
2.6 Problem solve, negotiate, and address staff challenges in the Dispatch
Department.
2.7 Continuously evaluate the Dispatch Department’s operations and highlight
potential problems or opportunities identified in the operation.
2.8 Cultivate a culture of teamwork in the Dispatch Department.
2.9 Ensure all staff in the Dispatch Dept. adhere to PPPs for their role and apply
remedial action as required.
2.10 Compile, maintain and adhere to a Vehicle Maintenance Schedule for all ‘The Company’s’
vehicles.
2.11 Ensure all reported/identified client address discrepancies are recorded (filed),
reported (via e-mail) and effected in SAP.
2.12 Manage and maintain staff performance levels to ensure KPI and SLAs are met
continuously.
2.13 Institute disciplinary proceedings on any dispatch member of staff who fails to
adhere to ‘The Company’s’ Warehouse KPIs, PPPs, JDs and any other documented
regulations or measures.
2.14 Escalate any incidents pertaining to the Dispatch Dept. that require the
involvement and attention of the warehouse manager and/or senior management
to the warehouse manager and/or relevant senior management personnel.
2.15 Carry out any other duties as maybe required by the Warehouse Manager and/or
‘The Company’s’ Senior Management time to time
3. Collaboration & Authorities.
3.1 You report directly to Warehouse Manager, FD and MD
3.2 You are with and alongside ‘The Company’s’ peers and line managers/supervisors of other
‘The Company’s’ functional units.
3.3 You are accountable to ‘The Company’s’ staff, specifically Senior Management, Management
and Supervisors as stakeholders, external suppliers of services and consultants,
contractors.
4. General Competencies:
4.1 Always dress in a clean and presentable manner in the ‘The Company’s’ branded clothing
supplied.
4.2 Must physically monitor operations hands-on on the warehouse floor and
dispatch yard
4.3 Manage and monitor the activities and performance of all employees within your
department at all times
4.4 Monitor and manage the use of all resources within your department
4.5 Manage and monitor the usage and maintenance of the ‘The Company’s’ distribution fleet
4.6 Create and manage an information repository for clients (for deliveries) and
suppliers for use by the Dispatch Department
4.7 Handle all staff and client issues with the appropriate cultural sensitivity
4.8 Must work in a team and be a team player.
4.9 Must ensure all set deadlines for the Dispatch Dept. or any of its staff are met
5. Behavioural Competencies
5.1 Positive attitude when receiving instructions from superiors and interacting with
clients.
5.2 Diligent, energetic and motivated when conducting yourself at all times
5.3 Respectful and professional in all forms of communication to staff, superiors,
clients and suppliers
5.4 Perseverance, helpful and patience when dealing with clients and staff
5.5 Pro-active and resourceful in offering solutions to identified problems
5.6 Work cooperatively at all times
5.7 Professionalism and non-favouritism in handling of all staff issues in the Dispatch
Staff
5.8 Carry out your duties with evident dedication to get the job done
5.9 High level of integrity
5.10 High tolerance to diverse cultures and changing situations
5.11 Significant Use of Memory to:
remember the policies and procedures of the organization
remember customer details and the names and faces of staff
remember terms of contracts
remember health and safety regulatory requirements and other
associated regulatory requirements
6. KPA Quality Standards/ Measures (KPI’S for job)
6.1 Occupational & Health Safety Compliance
6.2 Deliveries SLA Compliance
6.3 Deliveries Success Rate
6.4 Dispatch Department Queries Resolution
6.5 Sales Team Satisfaction
6.6 Management and Maintenance of Pallets
6.7 Dispatch Department Financial (Revenue & Cost) Improvements/Savings
6.8 Fleet Maintenance Compliance & Condition
6.9 Dispatch Area Housekeeping
6.10 Improvement in Business Process Performance.
6.11 Adherence to ‘The Company’s’ Warehouse – Dispatch Department PPPs, KPIs, SLAs and JDs.

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Source: Indeed