Purpose of the Job

• The Dispatch Supervisor is responsible for overseeing and coordinating all dispatch-related operations within a warehouse or distribution facility relating to stock movement. This includes the planning and execution of outbound logistics, ensuring timely and accurate dispatch of goods, and maintaining compliance with company procedures and safety regulations. The role also involves  supervising  a  team  of  dispatch  staff,  monitoring  KPIs,  and continuously improving operational efficiency while maintaining the quality, safety, and security of goods and assets.

Key Responsibilities
Process

• Ensure all Standard Operating Procedures (SOPs) are understood, regularly trained on, and adhered to within the dispatch function
• Effectively use all relevant business systems to manage and monitor dispatch processes
• Plan daily outbound stock dispatches. Ensuring time deadlines are achieved
• Plan staff resources according to expected volumes to ensure efficiency
• Oversee and coordinate the picking process to meet dispatch deadlines
• Confirm availability of necessary materials and equipment for dispatch activities
• Maintain the condition of stock and packaging, observing specific product handling requirements
• Investigate and resolve discrepancies related to documentation, vehicles, seals, or dispatched goods
• Liaise with Value when issues arise and ensure all issues are resolved within 24 hours
• Coordinate vehicle arrangements to ensure timely dispatch
• Control the handover process of stock to other departments or operations per system requirements
• Ensure correct loading procedures and securement of goods before vehicle departure
• Manage and update the Work in Progress (WIP) report daily
• Maintain up-to-date and accurate filing of dispatch documentation
• Monitor, maintain, and act upon dispatch reports, communicating outcomes to relevant managers
• Analyse dispatch data and implement improvements based on insights

Staff Management

• Lead and supervise staff performance in the dispatch area
• Carry out efficient resource planning to meet daily operational needs
• Monitor and minimise overtime, authorising it only when essential
• Ensure all dispatch staff receive appropriate and up-to-date training

Quality, Health & Safety, and KPI Management

• Ensure dispatch KPIs are clearly communicated, tracked, managed, and reported monthly
• Promote and implement continuous improvement initiatives within dispatch operations
• Take proactive steps to address potential issues before they escalate
• Ensure compliance with Quality Management System (QMS) procedure
• Ensure timely raising and resolution of Non-Conformance Reports (NCRs), Non-Conformance Procedures (NCPs), and Improvement Opportunities (IOs), aiming for closure within five working days
• Monitor and maintain QMS objectives and targets
• Uphold Occupational Health and Safety Act requirements and ensure all safety checks are completed as scheduled
• Maintain high standards of workplace cleanliness and orderliness

MHE and Asset Management

• Ensure the security of the facility, stock, and assets in accordance with Loss Control policies
• Maintain and track assets, ensuring proper utilisation and upkeep
• Ensure all Material Handling Equipment (MHE) is used efficiently and responsibly

Minimum Requirements

• Grade 12 (Matric)
• Logistics/warehouse/business management diploma/degree beneficial
• 5 years of experience in the logistics/warehouse industry with management roles and responsibilities for at least 2 of the 5 years

Skills Requirements

• Excellent communication skills
• Proficiency in Microsoft Office Suite
• Proficiency in Systems (WMS, V7, My Business)
• Attention to detail
• Problem solving
• Analytical Skills
• Accountability
• Management and Leadership Skills
• Decision Making Abilities
• Ability to solve discrepancies when highlighted