Dispatch Clerk

KEY RESPONSIBILITIESDispatch and Order Coordination
• Prepare and maintain dispatch documentation, delivery notes and related records.
• Coordinate the preparation, collection and dispatch of orders, ensuring documentation is
accurate and complete.
• Follow up on deliveries, collections and outstanding orders, escalating delays or discrepancies
to the relevant supervisor.
• Liaise with internal teams to ensure orders are ready for dispatch and delivery arrangements are
communicated effectively.
Supplies and Supplier Coordination
• Support the sourcing and replenishment of office and operational supplies in line with approved
requirements.
• Obtain supplier quotations, follow up on purchase requests and delivery timelines, and maintain
up-to-date supplier records.
• Assist with purchase orders, delivery notes and invoice documentation, ensuring relevantrecords are submitted to the appropriate departments.
• Monitor the availability of routine supplies and flag replenishment needs in good time.Inventory and Stock Support
• Update stock and inventory records for assigned supplies and items.
• Support periodic stock counts and reconciliations, reporting discrepancies to the responsible
supervisor.
• Assist with recording stock movements, receipts and issues, ensuring documentation is accurate
and filed appropriately.
• Coordinate with the relevant Stores and Production teams on inventory-related requests while
working within established inventory management procedures.
Recordkeeping and Reporting
• Maintain organised physical and electronic records of dispatches, deliveries, purchase orders
and supplier transactions.
• Prepare basic dispatch, stock and supplies reports as required.
• Ensure documents are complete, properly filed and readily accessible for verification and
reporting purposes.
• Perform other related duties within the scope of the role as assigned.
Qualifications and CompetenciesEducation and Experience
• Diploma in Procurement and Supply Chain Management, Business Administration, Business
Studies or a related field.
• At least 1–2 years of relevant experience in dispatch, stores, inventory support, procurement,
logistics or general operations.
• Proficiency in Microsoft Office, particularly Excel, for maintaining records and preparing basic
reports.
• Experience using inventory management, procurement or ERP systems will be an added
advantage.
Required Skills and Competencies
• Strong organisational skills and attention to detail, with the ability to coordinate dispatch
activities and manage supplies efficiently.
• Good recordkeeping and documentation skills, with the ability to maintain accurate dispatchrecords, stock registers, delivery notes and supplier documentation.
• Effective communication and coordination skills when liaising with suppliers, drivers andinternal teams to ensure timely deliveries and resolution of discrepancies.
• Ability to follow up on orders and deliveries, monitor stock levels, identify replenishment
needs, meet deadlines and manage competing priorities.
• High levels of accuracy, integrity and accountability when handling company records, stock
information, supplies and delivery documentation.
• Ability to work collaboratively with internal teams, suppliers and other stakeholders while
following established procedures and escalating issues promptly.

KEY RESPONSIBILITIESDispatch and Order Coordination
• Prepare and maintain dispatch documentation, delivery notes and related records.
• Coordinate the preparation, collection and dispatch of orders, ensuring documentation is
accurate and complete.
• Follow up on deliveries, collections and outstanding orders, escalating delays or discrepancies
to the relevant supervisor.
• Liaise with internal teams to ensure orders are ready for dispatch and delivery arrangements are
communicated effectively.
Supplies and Supplier Coordination
• Support the sourcing and replenishment of office and operational supplies in line with approved
requirements.
• Obtain supplier quotations, follow up on purchase requests and delivery timelines, and maintain
up-to-date supplier records.
• Assist with purchase orders, delivery notes and invoice documentation, ensuring relevantrecords are submitted to the appropriate departments.
• Monitor the availability of routine supplies and flag replenishment needs in good time.Inventory and Stock Support
• Update stock and inventory records for assigned supplies and items.
• Support periodic stock counts and reconciliations, reporting discrepancies to the responsible
supervisor.
• Assist with recording stock movements, receipts and issues, ensuring documentation is accurate
and filed appropriately.
• Coordinate with the relevant Stores and Production teams on inventory-related requests while
working within established inventory management procedures.
Recordkeeping and Reporting
• Maintain organised physical and electronic records of dispatches, deliveries, purchase orders
and supplier transactions.
• Prepare basic dispatch, stock and supplies reports as required.
• Ensure documents are complete, properly filed and readily accessible for verification and
reporting purposes.
• Perform other related duties within the scope of the role as assigned.
Qualifications and CompetenciesEducation and Experience
• Diploma in Procurement and Supply Chain Management, Business Administration, Business
Studies or a related field.
• At least 1–2 years of relevant experience in dispatch, stores, inventory support, procurement,
logistics or general operations.
• Proficiency in Microsoft Office, particularly Excel, for maintaining records and preparing basic
reports.
• Experience using inventory management, procurement or ERP systems will be an added
advantage.
Required Skills and Competencies
• Strong organisational skills and attention to detail, with the ability to coordinate dispatch
activities and manage supplies efficiently.
• Good recordkeeping and documentation skills, with the ability to maintain accurate dispatchrecords, stock registers, delivery notes and supplier documentation.
• Effective communication and coordination skills when liaising with suppliers, drivers andinternal teams to ensure timely deliveries and resolution of discrepancies.
• Ability to follow up on orders and deliveries, monitor stock levels, identify replenishment
needs, meet deadlines and manage competing priorities.
• High levels of accuracy, integrity and accountability when handling company records, stock
information, supplies and delivery documentation.
• Ability to work collaboratively with internal teams, suppliers and other stakeholders while
following established procedures and escalating issues promptly.