Administration and Records Assistant
We are looking for an Admin and Records Assistant to assist us in our Warehousing Department.
Hours: Monday to Friday plus alternate Saturday mornings
Responsibilities and Duties:
Administrative
Recording morning meeting minutes
License + legal requirements management (Business license, WMS certification for scale and calibration weight)
Warehousing Induction for staff
Maintaining overtime records for approval at the end of the month
Casual labor management
Scheduling (leave and other non-ops events… TBD)
Operational logistics (light vehicles, cleaners, runners, pick-up and drop-off, courier services)
Office supplies management (monthly orders and inventory management)
Office pantry restocking (replenishing all pantry items including cutlery)
Finance
Processing supplier invoices and other expense requirements
Petty cash management
Assist with preparation of monthly throughput numbers
Compiling and sharing shipment invoicing details with the accounts team
Cargo Management
Drafting Holding Certificates
Assisting with filing and data entry management
Auditing completeness of filed documents
Exports
Vessel booking
Submission of shipping instructions
VGM updates
OBL issuing
Consolidation and update of sea freight rates and terms (detention and demurrage)
Communicating new bookings
Misc.
Monthly HSSEQ reports
Filing pre-job safety analysis forms, forklift checklists, equipment maintenance,
Arranging gate passes
Ordering/Replenishing PPE and other operational equipment
KPIs
OBL issuance within 3 days of a vessel sailing
Morning meeting minutes by 9:00 am every day
Holding certificate issued within 6 hours of the request, drafted with an hour of the request
New bookings communicated within 6 hours of receipt
HSSEQ report sent on the last day of each month without fail
Qualifications:
A minimum of Certificate or Diploma in any relevant discipline and/or equivalent vocational experience in Transport / Logistics service support
Fluent English and Kiswahili
IT Literacy
Essential Skills:
Clear communication skills ensuring clear and candid information is used
Computer Literacy to effectively operate core Microsoft office programs and other online management systems
Faultless administration skills ensuring procedures are being followed accurately.
Problem-solving skills to ensure obstacles to progress are overcome
Attention to Detail ensuring the right information is captured and communicated promptly.
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