DHL Global Forwarding Kenya has an opening for a Senior Administrative Specialist where you will be responsible for providing administrative support to the Country Management Teams and Human Resources in supporting the business objectives.  Join us now in connecting people and improving lives.

In this Senior Administrative Specialist position


You will manage office administration and... other responsibilities i.e. Administrative and logistical support for flight bookings, hotel reservations, visas, work permits plus any support documentation required for expatriate and local staff including visitors, managing administration and contractual staff ensuring seamless service delivery.
You will be executing a variety of tasks for the Cluster Head - managing active calendar of appointments; expense claims; preparing presentations; arranging complex and detailed travel plans, itineraries, meetings and agendas.
You will be supporting the Cluster HR for all HR processes in country i.e. end to end employee life cycle, HR Operations, Learning and Development, Performance management processes, compensation and benefits activities, employee relations.
You will support with country payroll activities working closely with the Finance Team.
You will be responsible in managing employee data quality on the available HRIS systems.
You will be managing and executing internal and external communication within set guidelines through a range of channels- preparing monthly newsletters, employee engagement reports, spot recognition nuggets, HR announcements, business operational changes, updating employee internal share point with resources that benefit staff.
You will be managing engagement initiatives i.e. Staff engagement forums, Corporate Social Responsibility and Corporate Event Management.
You will act as first point of contact for in country employees and Senior Management Team seeking guidance on the set HR Policies and processes.
You will ensure that all Purchases are in line with the Procurement Policies and maintain the roster of approved suppliers and ensure they submit all required documentation.


Now, here’s what we need from you


Bachelor’s Degree in Human Resources / Business Administration
3 – 4 years’ experience as a HR Officer / Office Administrator/Executive Assistant
Confidentiality
Attention to detail
Good interpersonal skills
Good financial skills
Excellent Time management
Analytical, organizational and motivational skills
Proactiveness and be a self-starter
Excellent Communication skills-spoken and written
Software skills (Word, Excel, PowerPoint, etc.)
Creativity
Membership with IHRM will be an added advantage more

In this Ocean Freight Imports Controller position

You will receive estimate request from Client and check Ocean Freight (freight charges) in Cargo sphere - CW1 and / or Quote shop.
You will request rates from origin station, process estimates for customer, including dangerous goods and executing the shipments.
You will send Estimate to customer as required and follow-up with customer....                       
You would request SLI from customer if estimate approved and contact origin station via quick Bookings.
You will arrange collection with origin station and instruct origin to book with co loader / Carrier based on the SLI / SI.
You will receive booking confirmation from origin station within 48hr and send to client.
You will, once Draft bill of lading received from Origin, 2 days before ETD quality check, send to customer to quality check then submit approval to Origin.
You will register shipment on internal system CW1 for Cross Trade files.
You will request commercial invoice from Customer that must be used for Import certificate application ECTN/BSC/CNCA after BOL has been approved.
You will quality check ETA details provided by Origin Station with shipping line ETA details, continuous process throughout the shipment life.
You will in case of any discrepancies enquire with Origin Station via OI
You will send out Status /Tracking report to customers, origin, and destination.
You will, once all drafts are approved, Send SOB / Pre alerts to customer / destination offices / Local Customer.
You will assign shipments off the LOT to your CW1 profile.
You will invoice shipment based on estimate or rate agreements / process billing to local customer and / or bill back to origin station.
You will update Mandatory milestones CW1 completely and within the specified timelines.
You will contact customer and assisting them with ALL QUERIES including lanes that are not being handled by DGF ZA.
You will co-ordinate movement of cargo within required/stipulated time frames in order to meet customer needs.
You will create/ Confirm transport order to ensure delivery of shipment to final customer.
You will ensure that all local import deliveries are routed via Saloodo as applicable.
You will ensure that all 40’ JHB deliveries are returned to port at the agreed transporter rates.
You will ensure all customs clearances are followed up with customer are processed prior ETA if all docs on hand.
You will ensure release is taken from Co-loader/ carrier in time, to avoid storage and detention.
You will develop and maintain relationships with suppliers and customers.
You will support Customer Service / Key account management and Sales in incident and exception management.
You will initiate and address all OI’s and CCM’s within the defined timelines.
You will address all financial exception management reports within given deadlines, ie sick Files/ Role 3/ Unbilled / mishandling tracker etc.
You will participate within the department with regards to industry or regulation changes.
You will support Operations and Team Leader with the implementation of new/change of systems, directives and distribution of information to staff.
You will be communicating with Top management from DHL origin and destination, suppliers, consignees, shippers, CSI, Sales for specific customers.
You will understand origin and destination rules and regulation for African countries.
You will update SOP for any new requirements for African Countries.
You will align Ocean Cross Trade process with origin and destination office.

 Now, here’s what we need from you

Must have a Matric
Minimum 3 – 5 years’ experience in Ocean Freight more

In this Ocean Freight Imports Controller position

You will receive estimate request from Client and check Ocean Freight (freight charges) in Cargo sphere - CW1 and / or Quote shop.
You will request rates from origin station, process estimates for customer, including dangerous goods and executing the shipments.
You will send Estimate to customer as required and follow-up with customer....                       
You would request SLI from customer if estimate approved and contact origin station via quick Bookings.
You will arrange collection with origin station and instruct origin to book with co loader / Carrier based on the SLI / SI.
You will receive booking confirmation from origin station within 48hr and send to client.
You will, once Draft bill of lading received from Origin, 2 days before ETD quality check, send to customer to quality check then submit approval to Origin.
You will register shipment on internal system CW1 for Cross Trade files.
You will request commercial invoice from Customer that must be used for Import certificate application ECTN/BSC/CNCA after BOL has been approved.
You will quality check ETA details provided by Origin Station with shipping line ETA details, continuous process throughout the shipment life.
You will in case of any discrepancies enquire with Origin Station via OI
You will send out Status /Tracking report to customers, origin, and destination.
You will, once all drafts are approved, Send SOB / Pre alerts to customer / destination offices / Local Customer.
You will assign shipments off the LOT to your CW1 profile.
You will invoice shipment based on estimate or rate agreements / process billing to local customer and / or bill back to origin station.
You will update Mandatory milestones CW1 completely and within the specified timelines.
You will contact customer and assisting them with ALL QUERIES including lanes that are not being handled by DGF ZA.
You will co-ordinate movement of cargo within required/stipulated time frames in order to meet customer needs.
You will create/ Confirm transport order to ensure delivery of shipment to final customer.
You will ensure that all local import deliveries are routed via Saloodo as applicable.
You will ensure that all 40’ JHB deliveries are returned to port at the agreed transporter rates.
You will ensure all customs clearances are followed up with customer are processed prior ETA if all docs on hand.
You will ensure release is taken from Co-loader/ carrier in time, to avoid storage and detention.
You will develop and maintain relationships with suppliers and customers.
You will support Customer Service / Key account management and Sales in incident and exception management.
You will initiate and address all OI’s and CCM’s within the defined timelines.
You will address all financial exception management reports within given deadlines, ie sick Files/ Role 3/ Unbilled / mishandling tracker etc.
You will participate within the department with regards to industry or regulation changes.
You will support Operations and Team Leader with the implementation of new/change of systems, directives and distribution of information to staff.
You will be communicating with Top management from DHL origin and destination, suppliers, consignees, shippers, CSI, Sales for specific customers.
You will understand origin and destination rules and regulation for African countries.
You will update SOP for any new requirements for African Countries.
You will align Ocean Cross Trade process with origin and destination office.

 Now, here’s what we need from you

Must have a Matric
Minimum 3 – 5 years’ experience in Ocean Freight more

Key Tasks

Support administration of import/ export plans and processes to optimize service and performance
Execute transactional operational activities related to import/ export in adherence to regulations and internal procedures
Undertake import/ export entries and support operational activities as per internal procedures and latest local customs regulations
Calculate duties, tariffs, price... conversions, weight and volume of merchandise imported/ exported from/ to foreign destinations
Process, handle, distribute and archive all required import/ export documents
Verify invoices and shipping documents to enhance accordance with federal regulations
Verify entries to ensure customer requirements are met and suggest routine corrective actions in case of deviations
Ensure export, import and gateway operations are as per business guidelines and compliant with set expectations
Perform IT systems related tasks to provide updated information on shipment
Work with internal functions such as customer service, product, sales, etc.
Coordinate with overseas office to check and verify shipment information
Identify and resolve recurring issues, and suggest modifications for import/ export work methods focusing on increasing effectiveness and efficiency
May provide functional guidance, advice or training to less experienced positions 

  Stakeholders

May influence others within the job area through explanation of facts, policies and practices
Support and interact primarily with colleagues of own function
Build relationships and understand customer and key stakeholders interests and concerns
Address task-related issues appropriately to maintain work relationships 

Management Responsibility

Individual contributor without direct responsibility for leading others 

Skills

Customs, Trade Compliance, Customs Regulations, Customs Brokerage, Customs Declaration, Import Export, Dangerous Goods Regulations, Sanction Countries, Customer Requirements, CRM, Classification, Bill Of Lading, Certificate Of Origin, Tracking, Third Party Logistics, Airlines, Authorities, Accuracy, Microsoft Excel, Data Entry, Continuous Improvement, Workflow Automation, DHL Business Knowledge, Business Processes, Business Strategy, Market Research, Project Management, Stakeholder Management, Influencing, Feedback, Presentation & Storytelling, Facilitation

Qualifications & Key Requirements
Education Level

Bachelor’s Degree or equivalent experience/qualification

Experience Level

more than 2 years more

Key Responsibilities

Provide input for preparation of Programs and Performance strategy, including key projects, timelines and budgets.
Lead delivery of large-scale Programs and Performance projects and initiatives impacting business units and HR processes across multiple countries in SSA region and business units.
Define project plans, timelines and budgets for assigned projects to improve... current/ future HR effectiveness and efficiency
Track and lead timely delivery of ongoing projects through use of project management tools, defined KPIs, scorecards and dashboards
Develop mechanisms to better monitor effectiveness of HR organization, HR performance, HR scorecard and reporting; Monitor and identify trends/ warning signs and make recommendations with other HR functions
HR Data integrity champion, fault finder and reporting
Generate ideas and recommendations with other HR functions to better leverage HR IT and enhance HR data management including data quality, coverage and analytics
Manage changing scope (i.e., change management) and project acceptance criteria
Create acceptance for project success (including Stakeholder Management, User Acceptance Testing etc.)
Contributor to Job Architecture within EDA
Review accuracy and timely preparation of regular reports, special reports, scorecards, etc. by the team
Track and apply trends, best practices and benchmarks in HR and project management
HR Data Source and Systems access approvals
Leave Reporting SSA (Data, Balances,) – Payroll & HR systems Blueprint interface
Local HRBP functions for the Cape Town Office including discipline and grievances, learning and development, talent management, employee engagement, Health and Wellbeing etc. Liaison on practice and actions with SSARO HRBP
Guide and consult business Managers on HR matters drawing on specialists or Team members as needed with a balanced focus on strategic and operational HR activities.
Develop and implement HR practices that comply with statutory regulations and are consistent with internal and external best practices

Minimum Requirements
Education and experience

Minimum of 5 years in human resources function cross functionally
3 years experience leading the HR end-to-end function
3 year Bachelor degree in HR or related studies
Post-graduate qualification in Business Management more

About the role Key duties and responsibilities

Oversee the end-to-end order-to-delivery process, ensuring that all orders are processed, dispatched, and delivered on time.
 Coordinate with the KBL customer service team to manage order entries, updates, and any required modifications.
Serve as the main point of contact for key distributors, collaborating closely with the Digitally Connected... Transport (DCT) control tower to provide real-time updates on order status, delivery schedules, and product availability.
 Proactively manage customer relationships to address any inquiries or issues, ensuring a seamless flow of information and operations.
Proactively identify and resolve any issues that may arise during the order-to-delivery process, including delays, product shortages, or distribution challenges.
Implement corrective actions as needed to prevent future issues and improve the overall delivery process.
Work closely with the KBL customer service team to align on order priorities, delivery schedules, and customer communications.
Build and maintain strong, value-driven partnerships with key distributors by anticipating their needs, resolving challenges promptly, and enhancing overall customer satisfaction.
Continuously collaborate to drive efficiency, adding value to both our operations and the distributor's business goals.
Track key performance indicators (KPIs) related to order processing, delivery times, and customer satisfaction.
Prepare and present regular reports to management, highlighting performance trends and areas for improvement.
Identify opportunities to enhance the order-to-delivery process, focusing on efficiency, accuracy, and customer satisfaction.
Lead initiatives to streamline processes, reduce lead times, and improve the overall customer experience.
Manage the delivery schedule by coordinating with drivers to ensure timely and accurate deliveries.                                                                                                                                                                               
Monitor driver performance, providing guidance and support to ensure delivery standards are consistently met.

About you

Bachelor’s degree in business, Supply Chain Management, or a related field.
Minimum of 5 years of experience in customer service Lead or equivalent position
Experience working in a logistics company, or supply chain management, with a focus on order-to-delivery processes.
Experience working with key distributors and managing large-scale delivery operations.
Well organized individual and results oriented.

What we offer

Extensive learning and development opportunities.
Comprehensive health insurance cover - Inpatient / Outpatient / Dental / Optical.
Tools for the assigned tasks and for results delivery. more

Role Context

Shape, drive and manage the sales function and define the sub-regional strategy to deliver business growth and profitability, customer retention, improve competitive positioning and optimize resource utilization in line with business strategy, financial objectives, Group guidelines and policies.

Key Responsibilities

Define the sub-regional sales strategy to cascade and... monitor delivery of sales objectives in line with business strategy, financial objectives, Group guidelines and policies
Lead, oversee and control highly strategic activities and initiatives with significant impact on overall results and very high business risk potential
Communicate market leadership position and vision/strategy aspiration to customers and internal stakeholders
Drive market acquisition and retention strategies in order to maximize sales growth in the sub-region and optimize profits
Drive customer retention, business growth and profitability by supporting customer strategies, contract negotiations and supply chain management strategy
Approve pricing, product mix, and brand portfolio policies for the function in sub-region
Define improvement areas based on pipeline reporting in collaboration with sales effectiveness
Analyze the value of key technologies and industry development and identify change needs for function in the sub-region
Establish appropriate processes and infrastructure to support growth, sales performance and optimize resource utilization
Support key customers and drive collaboration and cross selling activities in the sub-region
Steer systems for monitoring competitive activity and dissemination of information and best practices to relevant parties
Establish appropriate processes and infrastructure to support growth, sales performance and optimize resource utilization
Formulate and roll out mechanisms to ensure sales performance management reporting and direct and approve major sales strategy and development projects
Analyze complex issues extensively and conceptualize improvements/ changes in sales methods and techniques
Deliver innovation that directly influence the way the function is operating and making money in the sub-region
Reach agreement with external parties to accept complete proposals and programs where there is little interest in cooperating or participating
Negotiate and authorize critical agreements/ contracts, changing terms and conditions significantly where required
Lead, direct, coach and develop performance of the sub-regional sales team
Develop strong trusting relationships with business leaders across DPDHL
Cooperate with and coordinate 3rd parties e.g. external service providers
Advise customers and key stakeholders on processessystems and tools

Minimum Requirements
Education & experience

University degree in a business discipline.
3-5 years managerial experience in a selling environment managing Sales Executives & other field-based resources.
6-8 years of sales experience more

Role Context

Lead customer service function for the region, provide input and execute implementation of functional strategy both from Global and initiatives at Region level to provide best in class quality for our customers, enhance customer experience, employee engagement and motivation.

Key Responsibilities

Define the customer service strategy in line with global vision, regional... strategy, business objectives, guidelines and policies
Set strategic direction and drive operational plans, measures and budgets to achieve defined results
Influence and shape the strategic direction for customer experience across the region to support our network
Lead, organize and control highly strategic activities and initiatives across the region with significant impact on overall results and/ or very high business risk potential
Take part in and ensure the smooth consistent daily running of Customer Service across the region including coaching KPI Management, workforce management planning and calibrating quality standards
Be chief energy officer for the CS Management teams across the region and play an active part in engaging our motivated managers and CS international specialists and achieve high levels of engagement and motivation for the benefit of our workplace and customer experience
Custodian of our customer experience by collecting Voice of Customer, responding to escalated customer complaints and drive initiatives to enhance our Insanely Customer Centric service offering across functions
Represent the region on the global executive committee and customer services on the African management board.
Analyse national market, customer information & develop a customer specific customer service strategy which translates into a clear activity plan
Provide expert customer service input for key regional business decisions and programs
Steer and monitor cost and effectiveness of initiatives to prioritize spending and resource allocation for the region
Formulate regional customer service programs, processes and policies to meet business objectives and protect customer relationships and public reputation
Drive systems, standards, targets and customer feedback mechanisms to monitor customer service performance and ensure that activities are efficient, consistent, reliable and of high quality
Scan and identify appropriate technologies for customer service processes and activities to drive and support customer service management
Deliver innovation that influences the way the region is operating and generating revenue
Monitor the voice of customer and implement solutions to create sustainable solutions
Benchmark, introduce and embed world class customer service management practices and knowledge sharing at the regional level
Liaise with other regional senior executives in other functions to ensure integration of customer service strategies and initiatives with other parts of the business and alignment with business objectives
Manage and lead the voice of customer team to improve the customer experience in the region and improve the measures and key performance indicators
Explore digital solutions that enhance the customer experience
Support and give direction to the Regional Key Accounts for the region for country & global customers who have been nominated regionally in terms of complaint and claim management, problem solving and other contractually agreed services communicated by the relevant stakeholders
Negotiate critical agreements/contracts with other departments and 3rd parties
Global Executive Customer Services board
Develop strong, trusting relationships with senior business leaders across DHL and partner organizations
Influence others across DHL and externally as an internally and externally recognized thought leader representing the Group
Champion change, collaboration and partnership to provide integrated solutions to problems
Lead multiple teams of executives, directors/senior managers, and managers
Ensure appropriate talent selection, organization and leadership for major areas of the organization

Minimum Requirements
Education and experience

Master's degree preferred
10+ years in a similar role
Previous leadership roles at a strategic level
Excellent knowledge of driving strategic initiatives
Proven results in previous role
Previous experience in the Logistics industry is an advantage more

Key Accountabilities:

Support the development and implementation of new and standardized inventory management operational processes and systems to support efficient operation. Identify and resolve problematic processes and/or system outputs, providing efficient and effective solutions to operations.
Provide timely and accurate management information and reports to senior management and... customers as required.
Benchmark operational processes and systems, aligning with best practices and industry trends.
Align operational solutions with relevant internal and external stakeholders.
Support the delivery of Service Level Agreements (SLAs) and Key Performance Indicators (KPIs) to customers.
Analyze and recommend changes to Standard Operating Procedures (SOPs) to enhance accuracy, efficiency, and operational effectiveness.
Identify areas of opportunity for improvement within inventory operations.
Actively involve and support change initiatives.
Support internal decision-making processes by presenting accurate, fact-based information for critical review and approval, in both presentation and report forms.
Support site compliance with policies and procedures as per SOPs, with the support of Senior Management Teams (SMTs).

Qualifications & Experience:

Matric
Supply Chain degree
Advanced Excel knowledge
Adaptability of learning a new system quickly to hit the ground running.
Independent, the person must be able to complete work on time and to an acceptable manner without any supervision needed.
Own transport is preferred as the candidate will be required to travel to multiple sites.
Flexibility of jumping between tasks and responsibilities. more

Key responsibilities

Ensure to visit all clients in respective base within the 90-day call cycle
Build revenue streams with current customers and evaluate opportunities to increase the relationship through face-to-face visits, problem solving and administrative follow-up
New business potential is also to be investigated at all existing clients during visits
Ensure to plan and perform 6... client visits per day, existing of maintenance visits, development visits and acquisition visits
Ensure that the daily client visits are planned and scheduled a week in advance as far as reasonably possible
Responsible for obtaining x4 First Time Buyers (FTBs) per month
Continuously uncover opportunities for new business within assigned territory by cultivating leads and utilising your network
Develop and implement an approach to secure major account customers (prospects) in the shortest time possible
Ensure that the % loss of customers per month remain as low as possible, but never exceed 10%
Pro-actively identify any risks to customer relationships and / or SPD figures and intervene accordingly to eliminate potential loss of revenue
Responsible to manage customer concerns or complaints timeously and in accordance to DHL procedures in order to limit potential loss of customers
Ensure effective pipeline management by upholding a pipeline strength of 40% (of total portfolio revenue) at all times
Responsible for growing the Shipments Per Day (SPD) figures according to local / country objectives
Responsible to strategically plan and execute best practice (in terms of sales) in order to continuously grow revenue with the respective territory
Collaborate with Sales, Finance and Operations teams to maximise sales and revenue growth within territory
Ensure that daily updates regarding client visits, client information, sales activity and any other required data are captured using the applicable CRM tools

Minimum Requirements
Education & experience

Matric / Grade 12
Commercial Degree/Diploma or related
3 years previous experience in Field Sales within related industry
Valid Drivers License and own reliable transport
Strong negotiation and communication skills (verbal and written) more