Dispatch Assistant - Mombasa

JOB PURPOSE

Manage all Fuels Dispatch operations involving documentation of all fuel loadings and timely release of trucks to ensure efficient truck turnaround and customer service delivery.

PRINCIPAL ACCOUNTABILITIES

• Support delivery of Mombasa Terminal Annual HSSE plan by implementing assigned roles as per plan.
• Assigned roles include driving weekly drivers’ terminal toolbox meetings, minute circulation and follow-up of actions to ensure timely closure. Monitor on a monthly basis.
• Conduct at least one walkabout per week, during the walkabouts conduct one surprise truck inspection (including inspection checklist compliance, proper sealing and ullaging) for assurance process effective.
• Review Journey plans for all contracted trucks and follow up remedial action.
• Enhance safety culture at Mombasa Terminal by supporting PI and incident reporting as per target of at least two PI/Staff/month.
• Maintain updated Dispatch KPIs for improvement monitoring- to be tracked monthly.
• Achieve Zero High/Serious findings in Audits in Dispatch operations. Ensure timely closure of action items through continuous follow up.
• Ensure dispatch desk is manned at all times to facilitate prompt, orderly and efficient error-free documentation to enhance gate-to-gate timings. Maintain dispatch order processing to less than 5 minutes and follow up with Customs Officer and C&F agents to ensure fast release of vehicles
• Review local trucks availability as per schedule to ensure timely dispatch. Follow up corrective action with RT Coordinator and scheduling to optimize local trucks performance.
• Ensure own collection/export orders are properly captured as per customer LPO and Input vehicle and driver details in the system as per original driver ID details. Have the authorized customer/transporter representative sign the loading note confirming concurrence with the details to minimize loading errors/controls gaps.
• Deliver on the stock management targets by correctly capturing orders and following up raising of all credit notes for all product returns as per procedure within the day of operation.
• Monitor Loading Temperatures and invoice accurately always. Verify information with Tank farm on daily basis to ensure temperature in SAP updated every 4 hours.
• Ensure all book copies are stamped by customers.
• Screen delivery notes / invoices for any customer commentary before passing them for archiving. Ensure that Customer complaints pertaining to product Quality/Quantity are handled and resolved within the day of complaint and feedback passed on through relevant stakeholders.
• Update Intransit report by COB and follow up on overdue deliveries.
• Follow up all non-returned (not yet delivery confirmed) book copies of sales documents with transporters on a weekly basis to ensure closure.
• Maintain dispatch operations records/registers safely for ease of retrieval and audit trail and ensure handover for archiving is properly signed off.
• Strengthen sense of Controls and Compliance mindset to achieve nil BCI in Dispatch Operations.
• Explanation daily meter variance reconciliation and explanations promptly.
• Maintain updated manual documents register and ensure same promptly captured when system is up. Manual documents must be kept under lock and key at all times.
• Develop and sustain teamwork with workmates and others.

JOB KNOWLEDGE, SKILLS & EXPERTISE

• At least Diploma level of education preferably with Accounting/Engineering qualifications with at least 3 years working experience in Road/Rail logistics in Petroleum industry.
• Good interpersonal skills with proven ability to lead a team, influence others to accomplish collective goals and relate to the internal customers.
• Should be self-driven; able to work independently to deliver results and honest.
• Good communication skills and a hands-on team player.
• Sensitive to Company and customer needs.

Interested and qualified candidates should apply not later than 15th September 2026.

Only shortlisted candidates will be contacted.**Vivo Energy Kenya does not charge any fees for any recruitment process.