WAREHOUSE OPERATOR

Q-Sourcing

Ruiru, Kenya2d ago

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Key details

Location
Ruiru, Kenya
Work style
Onsite
Level
Mid level
Job type
Full-time
Function
Logistics & Transportation
Focus area
other
Posted
2d ago

Skills

internal auditrecord keeping

About the role

JOB PURPOSE
Ensure accurate quotation for new transport business through effective coordination with Third-Party Service Providers, while maintaining organized, accessible, and compliant documentation for all distribution activities.

KEY ACCOUNTABILITIES

1.1. Pricing

1. Ensure accurate and timely quotation for new transport business in line with agreed pricing frameworks and service requirements
2. Coordinate with Third-Party Service Providers (3PSPs) to validate rates, service scope, capacity, and lead times
3. Review and confirm cost inputs to minimize pricing errors and maintain margin integrity

1.1. Distribution Documentation Handling

  1. Ensure drivers submit complete and signed delivery documentation—including Proof of Delivery (POD) and invoices—upon return and verify that all document handover forms are accurately completed and acknowledged.
  2. Track POD submission timelines from third-party providers, identify delays, and escalate promptly to ensure compliance with agreed delivery standards.
  3. Sort and review submitted PODs, initiate follow-up actions for incomplete or disputed records, and oversee timely resolution and closure of all outstanding POD issues in line with submission deadlines.
  4. Process Proof of Delivery (POD) documentation by entering all relevant delivery information into the system and verifying completeness of records for each dispatch.
  5. Scan and upload signed PODs and related documentation into the designated system, ensuring records are correctly indexed and retrievable for audit and reporting purposes.
  6. Address documentation queries from internal departments and external clients.
  7. Maintain organised document archives with correct indexing for easy retrieval.
  8. Ensure proper digital backup and secure storage of electronic records to protect against data loss and support long-term accessibility.
  9. Ensure all records and distribution-related documents are properly filed, securely stored, and readily accessible for internal reviews and external audits.
  10. Maintain hardcopy and electronic records in line with SOP-defined retention periods and client contractual requirements.
  11. Conduct routine internal audits and self-inspections to identify and address compliance risks, documentation gaps, and SOP deviations.
Implement corrective actions for misfiled, missing, or incomplete PODs, ensuring accurate record keeping and timely submission compliance.
1.1. Reports
1. Submit daily reports detailing all outstanding Proof of Delivery (PODs) to support tracking and resolution progress.
2. Share daily updates with Third-Party Service Providers (TSPs) identifying pending POD submissions and outstanding delivery documents.
3. Submit weekly POD summary reports to clients, accompanied by scanned copies of signed delivery documentation.
4. Generate weekly Key Performance Indicator (KPI) reports to monitor delivery performance and POD submission status.
5. Forward monthly client billing reports and relevant documentation to the Finance department to support invoice activities.
6. Prepare and submit complete sets of POD records and support delivery documents for audits and client inspections, ensuring compliance with reporting standards.

1.1. Safety, Health, Environment and Quality Assurance (SHEQ)

1. Follow distribution procedures as outlined in SOPs and quality policies to ensure safe and compliant documentation practices.
2. Report documentation non-conformances within distribution operations and assist in corrective actions as directed.
3. Support risk prevention by identifying potential distribution-related hazards and communicating them to supervisors.
4. Verify shipment condition during documentation and escalate discrepancies or damage concerns affecting distribution quality.
5. Ensure PPE compliance across distribution activities, confirming staff wear appropriate protective gear during dispatch and handling.
6. Assist in conducting safety briefings for visitors, clients, and TSPs entering distribution areas, ensuring awareness of site procedures.
7. Observe and report unsafe handling of distribution tools and equipment (e.g., hand jacks, scanners), supporting injury prevention.
8. Maintain environmental standards in documentation zones by ensuring cleanliness and following structured waste disposal procedures.
9. Guide drivers during vehicle docking in distribution areas to prevent accidents and protect personnel safety.
10. Support controlled vehicle manoeuvring through adherence to structured docking protocols within designated distribution zones.
11. Assist with training new staff on proper handling of documentation tools and basic distribution safety procedures.

1.2. Communication, Coordination, and Team Collaboration

1. Communicate clearly with colleagues, supervisors, and delivery partners to support smooth delivery of orders in full and on time.
2. Respond timely to client queries and assist in resolving delivery-related issues through effective coordination.
3. Foster respectful and positive working relationships with internal teams and external service providers (TSPs).
4. Assist supervisors in organizing delivery workflows and supporting drivers and assistants to meet daily goals.
5. Participate in team training activities and provide helpful input to improve documentation and delivery practices.

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