Job Description

Dispatch Clerk

Qualifications

• Grade 12 / Matric

Technical Competencies

(Knowledge / Systems / Legislation)

• 3 to 4 Years experience in a warehouse environment with material handling equipment

• Familiar with a stores and warehouse operation

• Awareness of Dangerous Goods Handling

• Firm knowledge of OHSA 85 of 1993

Key Performance Areas

Debriefing of Delivery Vehicles

• Offload/debrief all delivery vehicles on return to The Company premises with 100% accuracy.

• Ensure presence of a security officer and driver/crew (or designated person) before vehicle is opened.

• If unavailable, representative must verify stock types and quantities.

• Verify that all PODs match the loading/debriefing sheet.

• Flag missing documents on the sheet.

• Attach return documents/credit requests to relevant PODs.

• Compare stock types and quantities with documents and offloaded items.

• Identify and separate the following types:

  • Scrap

  • Claims

  • Rotations

  • Check and charge

  • New stock

  • Damaged units

  • Autocycle returns

  • Industrial returns

• Confirm returned products on PODs and sign accordingly.

• Confirm scrap quantity matches the customer POD and is verified by security.

• For claims/rotations, confirm GRA number and battery size match documents.

• Discrepancies in scrap to be confirmed with security and driver before completing debriefing.

• Missing batteries to be reported to CIC for invoicing.

• Pack stock types on separate pallets.

• Report and record all discrepancies to Warehouse Manager/Supervisor.

• Obtain co-signatures for discrepancies.

• Ensure security check sheet and loading/debriefing sheet quantities match.

• Notify Supervisor of discrepancies and submit signed documents.

Scrap Control Process

• Confirm quantity of scrap offloaded matches PODs.

• Pack scrap units on pallets (20 per layer, 4 layers).

• Shrink-wrap, weigh, and label pallets clearly.

• Place pallets in designated area, labels facing forward.

• Ensure vehicle for scrap transport is not overloaded.

• Pull ZBill report daily from SAP to ensure quantities match.

• Weekly reconciliation of SAP scrap records.

• Investigate any discrepancies.

• Adhere to stock count procedures.

Rotations Management

• Store all rotation stock in designated area for check, charge, and cleanup.

• List all units ready for resale and hand over to Warehouse Manager.

• After SAP processing, physically move items to main warehouse (A001).

• Identify and segregate double hot-stamped units.

• Inform Warehouse Manager for SAP processing to seconds.

• Move processed seconds to the correct area.

• Weekly SAP rotation report checks for uncollected/unprocessed units.

• Daily report to CIC and Warehouse Manager on saleable sizes.

• Follow procedure for check & charge handling.

• Weekly count of rotation area stock and investigate discrepancies.

• Adhere to stock count procedures.

Claims Process

• Store claims on separate pallets in a designated area.

• Weekly SAP claims report to track unprocessed stock.

  Shrink-wrap and weigh full pallets, label with quantity and weight.

• Ensure the vehicle is not overloaded.

• Weekly claim unit counts and investigation of discrepancies.

• Adhere to stock count procedures.

SHEQ Compliance (Safety, Health, Environment, and Quality)

• Follow all safety, environmental, and quality policies and processes.

• Operate safely and comply with PPE and SOPs.

• Maintain clean, organized work areas.

• Ensure FIFO is applied to rotation and check & charge batteries.

• Create safety awareness and address unsafe practices promptly.

• Enforce quality control to minimize errors and damage.

• Conduct and document regular safety inspections.

• Report incidents, near-misses, damages, and support corrective actions.

• Report procedural non-compliance to the manager promptly.

Customer Service

• Support internal and external customers.

• Foster effective working relationships.

• Solve problems in line with The Company core values.

• Follow reasonable work instructions supporting service and operations.

• Engage operational stakeholders.

People Management

• Manage team for operational efficiency, cost control, and safety.

• Minimize cost and wastage (e.g., overtime, damages).

• Ensure team follows procedures and performance standards.

• Address issues like absenteeism and procedural lapses.

• Develop and motivate team for process improvement.