Freight Dispatch & Loading Coordinator

We are seeking a detail-oriented and active Dispatch & Loading Specialist (Officer). This role requires overseeing the efficient coordination of dispatch operations and ensuring seamless loading processes for timely deliveries. The ideal candidate will manage scheduling, monitor transportation logistics, and verify cargo accuracy while maintaining strict compliance with safety and regulatory standards. Key responsibilities include assigning drivers, tracking shipments, and resolving any logistical challenges that may arise. Strong organizational skills, attention to detail, and the ability to work under pressure are essential for success in this position. Additionally, the candidate must possess effective communication abilities to liaise with drivers, warehouse staff, and customers as needed.

The role involves managing warehouse stock staging, coordinating yard traffic, and supervising vehicle loading operations. The ideal candidate will verify precise stock issuance against approved documentation, guide loading personnel to minimize product damage, uphold safe operational practices, and mitigate stock shrinkage and theft in compliance with company policies and Zambian labor regulations.

Key Responsibilities

Order staging, preparation, and documentation processing are integral components of our operational workflow, ensuring that all materials and items are systematically organized, verified, and documented prior to final dispatch or use. This role demands meticulous attention to detail, strict adherence to established protocols, and efficient coordination to maintain accuracy and compliance throughout the entire process. Receive and verify official Waybills and Material Requisition Forms (MRFs). Liaise proactively with section heads and warehouse zone managers to ensure stock staging is executed promptly and with precision.

Vehicle Queue and Yard Traffic Management – Responsible for overseeing the efficient movement of vehicles within the yard, ensuring smooth traffic flow and minimizing congestion. Manages vehicle queues to optimize turnaround times and reduce wait periods for drivers and equipment. Maintains safety protocols, monitors compliance with traffic regulations, and coordinates with dispatch teams to facilitate timely departures. Additionally, ensures proper signage, lane markings, and communication systems are in place to enhance operational visibility and prevent delays. Observe and evaluate current site conditions and available yard capacity in real time. Responsible for directing drivers and incoming transport vehicles to designated loading bays in a systematic and orderly fashion.

Quality & Quantity Verification – Before dispatch, verify that staged stock aligns with the Waybill in terms of both quantity and physical condition. Convene collaborative verification sessions with clients and drivers, subsequently compiling and submitting all required documentation for review by the Warehouse / Operations Supervisor for final sign-off.

Professional Rewrite: The role involves supervising the efficient execution of loading duties and overseeing general labor tasks to ensure operational productivity and adherence to workplace standards. Responsibilities include coordinating workflows, maintaining safety protocols, and providing guidance to team members to optimize performance. Candidates must demonstrate strong organizational skills, physical stamina, and the ability to lead under dynamic conditions. Familiarity with warehouse operations or related fields is preferred, along with effective communication to resolve issues promptly. Efficiently coordinate, delegate, and supervise General Workers and Loading Staff to ensure safe and effective vehicle loading operations. Develop and deliver training programs to educate casual laborers on correct techniques for material handling, including stacking, securing, and lifting, with the objective of minimizing the incidence of broken or damaged goods.

Housekeeping & Resource Management – Ensure thorough oversight of end-of-shift cleanup procedures, verifying that pallets, strapping belts, push trucks, and all handling equipment are correctly stored, properly secured, and accurately accounted for in inventory.

Ensuring Safety, Security, and Loss Prevention – The role encompasses the critical responsibility of maintaining a secure and safe environment while minimizing risks and preventing losses. Key duties include implementing and enforcing safety protocols, conducting risk assessments, and overseeing security measures to safeguard assets, personnel, and property. Additionally, the position requires vigilant monitoring, incident response coordination, and collaboration with relevant stakeholders to uphold compliance with regulations and organizational policies. Candidates must demonstrate strong analytical skills, attention to detail, and the ability to develop proactive strategies to mitigate potential threats. Experience in safety management, security operations, or related fields is highly preferred. Ensure rigorous adherence to Health, Safety, and Environment (HSE) protocols across all site operations to uphold compliance and mitigate risks effectively. The dispatch area must be under constant surveillance to detect irregularities, mitigate security risks, and deter unauthorized stock removal or movement.

Candidate Qualifications & Requirements

Education: Full Grade 12 School Certificate with a minimum of five Credits is required, with Mathematics and English among the essential subjects. Candidates are required to hold a Craft Certificate or Diploma in the relevant field. Logistics & Transport Management, Supply Chain, or equivalent is preferred. Membership or registration with ZCILT (Zambia Institute of Chartered Logistics and Transport) is seeking a highly motivated and experienced professional to oversee its operations and strategic initiatives. The ideal candidate will possess a bachelor’s degree in logistics, supply chain management, or a related field, coupled with at least five years of progressive experience in logistics, transportation, or supply chain management. Strong analytical, organizational, and leadership skills are essential, along with proficiency in industry-specific software and tools. The role requires the ability to develop and implement innovative strategies, manage cross-functional teams, and ensure compliance with regulatory standards. Excellent communication and stakeholder management abilities are also critical for success in this position. CIPS is an added advantage.

Experience: With a minimum of one to three years of practical involvement in warehouse operations, dispatch control, stock counting, or site loading supervision, you will bring essential expertise to our team.

Key Qualifications & Professional Capabilities

Technical Skills & Core Competencies: Stock Counting & Verification: Skilled in conducting physical inventory counts, performing reconciliations, and interpreting transport documentation. Team Leadership: Demonstrated expertise in supervising, guiding, and inspiring a team of site-based casual workers and loaders. Ensure meticulousness and dependability in all tasks performed. Consistently meet deadlines and maintain high standards of accuracy and quality. Maintains a steadfast commitment to personal integrity, ethical conduct, and accountability in all professional interactions. Safety Awareness: Proficient knowledge of regional industrial safety regulations and fundamental warehouse security protocols is essential.

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