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About this job
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:
Administrative1. Recording morning meeting minutes2. License + legal requirements management (Business license, WMS certification forscale and calibration weight)3. Warehousing Induction for staff4. Maintaining overtime records for approval at the end of the month5. Casual labor management6. Scheduling (leave and other non-ops events… TBD)7. Operational logistics (light vehicles, cleaners, runners, pick-up and drop-off, courierservices)8. Office supplies management (monthly orders and inventory management)9. Office pantry restocking (replenishing all pantry items including cutlery)
Finance1. Processing supplier invoices and other expense requirements2. Petty cash management3. Assist with preparation of monthly throughput numbers4. Compiling and sharing shipment invoicing details with the accounts team
Cargo Management1. Drafting Holding Certificates2. Assisting with filing and data entry management3. Auditing completeness of filed documents
Exports1. Vessel booking2. Submission of shipping instructions3. VGM updates4. OBL issuing5. Consolidation and update of sea freight rates and terms (detention and demurrage)6. Communicating new bookings
Misc.1. Monthly HSSEQ reports2. Filing pre-job safety analysis forms, forklift checklists, equipment maintenance,3. Arranging gate passes4. Ordering/Replenishing PPE and other operational equipment
KPIs1. OBL issuance within 3 days of a vessel sailing2. Morning meeting minutes by 9:00 am every day3. Holding certificate issued within 6 hours of the request, drafted with an hour of the request4. New bookings communicated within 6 hours of receipt5. 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.
Hours: Monday to Friday plus alternate Saturday mornings
Responsibilities and Duties:
Administrative1. Recording morning meeting minutes2. License + legal requirements management (Business license, WMS certification forscale and calibration weight)3. Warehousing Induction for staff4. Maintaining overtime records for approval at the end of the month5. Casual labor management6. Scheduling (leave and other non-ops events… TBD)7. Operational logistics (light vehicles, cleaners, runners, pick-up and drop-off, courierservices)8. Office supplies management (monthly orders and inventory management)9. Office pantry restocking (replenishing all pantry items including cutlery)
Finance1. Processing supplier invoices and other expense requirements2. Petty cash management3. Assist with preparation of monthly throughput numbers4. Compiling and sharing shipment invoicing details with the accounts team
Cargo Management1. Drafting Holding Certificates2. Assisting with filing and data entry management3. Auditing completeness of filed documents
Exports1. Vessel booking2. Submission of shipping instructions3. VGM updates4. OBL issuing5. Consolidation and update of sea freight rates and terms (detention and demurrage)6. Communicating new bookings
Misc.1. Monthly HSSEQ reports2. Filing pre-job safety analysis forms, forklift checklists, equipment maintenance,3. Arranging gate passes4. Ordering/Replenishing PPE and other operational equipment
KPIs1. OBL issuance within 3 days of a vessel sailing2. Morning meeting minutes by 9:00 am every day3. Holding certificate issued within 6 hours of the request, drafted with an hour of the request4. New bookings communicated within 6 hours of receipt5. 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.