Dispatch Officer job at Nekses Investments Limited

Role Purpose
The Dispatcher will be responsible for coordinating outbound dispatch activities, ensuring a smooth handover between the warehouse and drivers. The role will support the daily vehicle availability, proper allocation of vehicle sizes, dispatch quality checks, and timely release of orders to customers and market routes.

Key Responsibilities

Outbound Handover Coordination

• Act as the key link between the outbound & picking team and drivers during dispatch.
• Confirm that all orders released for dispatch are complete, accurate, and ready for loading.
• Ensure proper documentation handover to the transporters/drivers.

Driver Handshake and Dispatch Control

• Coordinate with drivers to confirm route allocation, loading sequence, delivery documents, and dispatch requirements.
• Ensure drivers acknowledge receipt of goods and documents before departure.
• Confirm that all dispatched orders are properly signed off and recorded.

Daily Vehicle Availability

• Track and confirm the daily availability of vehicles required for planned deliveries.
• Liaise with transporters and the Fleet Manager to ensure sufficient transport capacity.
• Escalate vehicle shortages, delays, or capacity gaps in good time.

Vehicle Size Optimization

• Coordinate the correct use of vehicle sizes based on order volume, route plan, and delivery requirements.
• Support efficient vehicle utilization to reduce transport costs and avoid under loading or overloading.
• Ensure dispatch planning aligns with operational efficiency and cost-control objectives.

QA at Point of Dispatch

• Conduct final dispatch checks to ensure the right products, quantities, documents, and customer orders are loaded.
• Check product condition before loading to minimize delivery disputes, returns, and damages.
• Ensure dispatch errors are identified before vehicles leave the warehouse.

Dispatch Documentation and Reporting

• Maintain accurate dispatch records, including vehicle details, driver details, route assignments, and order handover records.
• Ensure Proof of Delivery requirements are clearly communicated to drivers.
• Support timely follow-up on dispatch documentation and POD closure.

Key Performance Indicators

• Dispatch accuracy.
• On-time vehicle departure.
• Vehicle availability versus daily dispatch plan.
• Proper vehicle size utilization.
• Elimination of dispatch errors and delivery disputes.
• Timely and complete dispatch documentation.
• POD compliance and closure support.

Required Qualifications and Experience

• Diploma or Bachelor’s degree in Logistics, Supply Chain, Transport Management, Warehousing, or a related field.
• At least 1–2 years’ experience in dispatch, transport coordination, warehouse operations, or last-mile logistics.
• Experience working with drivers, transporters, and warehouse teams.
• Good understanding of dispatch documentation and delivery processes.
• Experience using WMS, TMS, ERP, or route planning tools is an added advantage.
• Attach your digital current colored passport photo on your cover letter and CV.

Required Competencies

• Strong coordination and communication skills.
• Good planning and problem-solving ability.
• Attention to detail and strong follow-through.
• Ability to work under pressure and meet dispatch timelines.
• Good understanding of transport utilization and dispatch controls.
• High level of accountability and operational discipline.

• Act as the key link between the outbound & picking team and drivers during dispatch.
• Confirm that all orders released for dispatch are complete, accurate, and ready for loading.
• Ensure proper documentation handover to the transporters/drivers.
• Coordinate with drivers to confirm route allocation, loading sequence, delivery documents, and dispatch requirements.
• Ensure drivers acknowledge receipt of goods and documents before departure.
• Confirm that all dispatched orders are properly signed off and recorded.
• Track and confirm the daily availability of vehicles required for planned deliveries.
• Liaise with transporters and the Fleet Manager to ensure sufficient transport capacity.
• Escalate vehicle shortages, delays, or capacity gaps in good time.
• Coordinate the correct use of vehicle sizes based on order volume, route plan, and delivery requirements.
• Support efficient vehicle utilization to reduce transport costs and avoid under loading or overloading.
• Ensure dispatch planning aligns with operational efficiency and cost-control objectives.
• Conduct final dispatch checks to ensure the right products, quantities, documents, and customer orders are loaded.
• Check product condition before loading to minimize delivery disputes, returns, and damages.
• Ensure dispatch errors are identified before vehicles leave the warehouse.
• Maintain accurate dispatch records, including vehicle details, driver details, route assignments, and order handover records.
• Ensure Proof of Delivery requirements are clearly communicated to drivers.
• Support timely follow-up on dispatch documentation and POD closure.

• Strong coordination and communication skills.
• Good planning and problem-solving ability.
• Attention to detail and strong follow-through.
• Ability to work under pressure and meet dispatch timelines.
• Good understanding of transport utilization and dispatch controls.
• High level of accountability and operational discipline.

• Diploma or Bachelor’s degree in Logistics, Supply Chain, Transport Management, Warehousing, or a related field.
• At least 1–2 years’ experience in dispatch, transport coordination, warehouse operations, or last-mile logistics.
• Experience working with drivers, transporters, and warehouse teams.
• Good understanding of dispatch documentation and delivery processes.
• Experience using WMS, TMS, ERP, or route planning tools is an added advantage.