Dispatch Supervisor (Nightshift) at Value Logistics

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