Shipping Lead

Overview

The Shipping Lead position based in Nairobi County, Kenya, focuses on independently managing financial controls over shipping and distribution processes. This role aims to guarantee complete reconciliation, Proof of Delivery (POD) compliance, and timely invoicing to eliminate any revenue leakages and close process gaps.

Primary Duties

• Conduct daily reconciliation of stock movements by route, including sales, returns, and closing stock.
• Reconcile cash and M-Pesa collections route-wise and investigate any discrepancies or shortages.
• Track daily POD submissions, pending PODs, and aging issues, ensuring customer and route-specific POD reconciliations are complete.
• Follow up on missing PODs, short deliveries, and resolve customer claims.
• Monitor Naivas-specific processes such as sales orders, deliveries, goods issue (PGI), invoicing, and POD reception; identify and resolve invoicing or dispatch inconsistencies.
• Supervise daily PGI transactions, identify unbilled or irregular dispatches, and ensure prompt conversion of PGI to invoices.
• Manage aged, duplicate, or open sales orders, coordinating their closure or cancellation and resolving mismatches between physical movement and SAP records.
• Prepare and maintain comprehensive shipping KPI dashboards covering dispatch vs plan, POD compliance, PGI status, open sales orders, exceptions, variances, claims, and returns.
• Detect areas of revenue leakage such as unbilled sales, stock issues, missing PODs, incorrect billing, deductions, and collection problems; quantify these financially and assign accountability for follow-up recovery and preventive measures.
• Review and uphold internal controls by ensuring strict adherence to Standard Operating Procedures (SOPs) and SAP system controls, identifying and addressing recurrent system or process gaps.
• Maintain an exception tracker and independently escalate significant issues to the Internal Audit Manager for resolution.

Performance Metrics

• Achieve 100% route sales reconciliation.
• Ensure 100% POD tracking and closure.
• Minimize or eliminate instances where PGI exists but invoices are pending.
• Reduce POD aging and route variances.
• Facilitate timely closure of open sales orders and audit exceptions.
• Identify and recover revenue leakages effectively.

Required Qualifications and Experience

• Certified Accountant (CA) or Intermediate CA qualification preferred.
• 2 to 5 years experience in a related role encompassing FMCG, distribution, shipping, accounts receivable, or internal controls.
• Proven proficiency in SAP and Microsoft Excel is essential.

Core Expectation

The role demands ensuring that every dispatched shipment is recorded accurately, accompanied by a valid POD, each PGI is invoiced promptly, all routes are reconciled thoroughly, and any revenue leakages are identified and addressed without delay.