Administration and Records Assistant 

Job Description

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

1. Recording morning meeting minutes
2. License + legal requirements management (Business license, WMS certification for

scale and calibration weight)

3. Warehousing Induction for staff
4. Maintaining overtime records for approval at the end of the month
5. Casual labor management
6. Scheduling (leave and other non-ops events… TBD)
7. Operational logistics (light vehicles, cleaners, runners, pick-up and drop-off, courier services)

8. Office supplies management (monthly orders and inventory management)
9. Office pantry restocking (replenishing all pantry items including cutlery)

Finance

1. Processing supplier invoices and other expense requirements
2. Petty cash management
3. Assist with preparation of monthly throughput numbers
4. Compiling and sharing shipment invoicing details with the accounts team

Cargo Management

1. Drafting Holding Certificates
2. Assisting with filing and data entry management
3. Auditing completeness of filed documents

Exports

1. Vessel booking
2. Submission of shipping instructions
3. VGM updates
4. OBL issuing
5. Consolidation and update of sea freight rates and terms (detention and demurrage)
6. Communicating new bookings

Misc.

1. Monthly HSSEQ reports
2. Filing pre-job safety analysis forms, forklift checklists, equipment maintenance,
3. Arranging gate passes
4. Ordering/Replenishing PPE and other operational equipment

KPIs

1. OBL issuance within 3 days of a vessel sailing
2. Morning meeting minutes by 9:00 am every day
3. Holding certificate issued within 6 hours of the request, drafted with an hour of the request
4. New bookings communicated within 6 hours of receipt
5. 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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