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.

Requirements

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.