We are looking for an
Admin and Records Assistant to assist us in our Warehousing Department.
Hours: Monday to
Friday plus alternate Saturday mornings
Responsibilities and
Duties:
Administrative
1. Recording morning
meeting minutes
2. License + legal
requirements management (Business license, WMS certification for
scale and calibration
weight)
3. Warehousing
Induction for staff
4. Maintaining
overtime records for approval at the end of the month
5. Casual labor
management
6. Scheduling (leave
and other non-ops events… TBD)
7. Operational
logistics (light vehicles, cleaners, runners, pick-up and drop-off, courier
services)
8. Office supplies
management (monthly orders and inventory management)
9. Office pantry
restocking (replenishing all pantry items including cutlery)
Finance
1. Processing supplier
invoices and other expense requirements
2. Petty cash
management
3. Assist with
preparation of monthly throughput numbers
4. Compiling and
sharing shipment invoicing details with the accounts team
Cargo Management
1. Drafting Holding
Certificates
2. Assisting with
filing and data entry management
3. Auditing
completeness of filed documents
Exports
1. Vessel booking
2. Submission of
shipping instructions
3. VGM updates
4. OBL issuing
5. Consolidation and
update of sea freight rates and terms (detention and demurrage)
6. Communicating new
bookings
Misc.
1. Monthly HSSEQ
reports
2. Filing pre-job
safety analysis forms, forklift checklists, equipment maintenance,
3. Arranging gate
passes
4.
Ordering/Replenishing PPE and other operational equipment
KPIs
1. OBL issuance within
3 days of a vessel sailing
2. Morning meeting
minutes by 9:00 am every day
3. Holding certificate
issued within 6 hours of the request, drafted with an hour of the request
4. New bookings
communicated within 6 hours of receipt
5. HSSEQ report sent
on the last day of each month without fail
Qualifications:
A minimum of
Certificate or Diploma in any relevant discipline and/or equivalent vocational
experience in Transport / Logistics service support
Fluent English and
Kiswahili
IT Literacy
Essential Skills:
Clear communication
skills ensuring clear and candid information is used
Computer Literacy to
effectively operate core Microsoft office programs and other online management
systems
Faultless
administration skills ensuring procedures are being followed accurately.
Problem-solving skills
to ensure obstacles to progress are overcome
Attention to Detail
ensuring the right information is captured and communicated promptly.
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