Dispatch Assistant

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JOB PURPOSE

• Oversee all Fuels Dispatch activities, including accurate documentation of fuel loading transactions and timely truck release to support efficient vehicle turnaround and excellent customer service.

PRINCIPAL ACCOUNTABILITIES

• Support the implementation of the Mombasa Terminal Annual HSSE Plan by carrying out all assigned responsibilities.

• Lead weekly toolbox meetings for drivers at the terminal, ensure minutes are circulated, and follow up on agreed actions to ensure they are closed within the required timelines. Monitor progress monthly.

• Conduct at least one terminal walkabout every week and perform one unannounced truck inspection during each walkabout. Inspections should cover checklist compliance, proper sealing, ullaging, and other assurance requirements.

• Review journey plans for all contracted trucks and ensure identified corrective actions are followed through to completion.

• Promote a strong safety culture at the Mombasa Terminal by supporting Process Incident and incident reporting, targeting at least two PI/staff reports per month.

• Keep Dispatch KPIs current and use the results to monitor performance and identify areas requiring improvement on a monthly basis.

• Maintain zero high or serious audit findings within Dispatch operations and ensure all audit action items are addressed and closed promptly.

• Ensure the dispatch desk remains adequately staffed at all times to support accurate, orderly, and efficient documentation and improve gate-to-gate turnaround times.

• Process dispatch orders in under five minutes and coordinate with Customs Officers and C&F agents to facilitate the timely release of vehicles.

• Review the availability of local trucks against the approved schedule and follow up with the RT Coordinator and scheduling teams on corrective measures required to improve truck performance.

• Ensure customer collection and export orders are accurately entered according to the customer LPO. Capture vehicle and driver information using the original driver ID details and obtain confirmation from an authorized customer or transporter representative by having them sign the loading note.

• Support effective stock management by accurately capturing orders and ensuring credit notes for returned products are raised in accordance with established procedures within the same day of operation.

• Monitor loading temperatures and ensure invoices are accurately prepared. Confirm temperature information with the Tank Farm daily and ensure SAP temperature records are updated every four hours.

• Ensure all customer book copies are properly stamped before completion of the transaction.

• Check delivery notes and invoices for customer comments before they are sent for archiving. Ensure complaints relating to product quantity or quality are addressed and resolved within the day they are reported, with feedback communicated to the relevant stakeholders.

• Update the In-Transit Report by close of business and follow up on deliveries that have exceeded the expected delivery timeline.

• Follow up weekly with transporters on all sales document book copies that have not been returned or have not yet received delivery confirmation, ensuring outstanding documents are closed.

• Safeguard Dispatch records and registers to ensure they remain accessible for retrieval and provide a reliable audit trail. Ensure documents handed over for archiving are properly signed off.

• Promote a strong controls and compliance culture within Dispatch Operations with the objective of maintaining zero BCI findings.

• Reconcile daily meter variances and provide explanations for any differences promptly.

• Keep the manual documents register up to date and ensure manually processed documents are entered into the system as soon as system availability is restored. Secure all manual documents under lock and key at all times.

• Build and maintain effective working relationships and teamwork with colleagues and other stakeholders.

REQUIREMENTS

Job Knowledge, Skills and Expertise

• A minimum of a Diploma qualification, preferably in Accounting, Engineering, or a related field.

• At least 3 years of relevant experience in road or rail logistics within the petroleum industry.

• Strong interpersonal and leadership abilities, with the capacity to guide teams, influence stakeholders, achieve shared objectives, and maintain positive relationships with internal customers.

• Self-motivated, dependable, honest, and capable of working independently while delivering expected results.

• Strong communication skills and a practical, hands-on approach to teamwork.

• Ability to understand and respond effectively to both company and customer requirements.

Application

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