# Dispatch Assistant - Mombasa

**Company:** [Vivo Energy](null/companies/wCNYwVKnbPnxuLiagWi6zM.md)
**Location:** Mombasa, Kenya
**Workplace:** on site
**Employment type:** Full-time
**Department:** Supply and Distribution

[Apply for this job](null/view/805a2fdb-6f9a-4ed9-a93d-8d19c6c34632)

## Description

![](https://workablehr.s3.amazonaws.com/uploads/photos/333016/7544b517cc5d72f7537ec11bc680c6dc.png)

**JOB PURPOSE**

Manage all Fuels Dispatch operations involving documentation of all fuel loadings and timely release of trucks to ensure efficient truck turnaround and customer service delivery.

**PRINCIPAL ACCOUNTABILITIES**

-   Support delivery of Mombasa Terminal Annual HSSE plan by implementing assigned roles as per plan.
-   Assigned roles include driving weekly drivers’ terminal toolbox meetings, minute circulation and follow-up of actions to ensure timely closure. Monitor on a monthly basis.
-   Conduct at least one walkabout per week, during the walkabouts conduct one surprise truck inspection (including inspection checklist compliance, proper sealing and ullaging) for assurance process effective.
-   Review Journey plans for all contracted trucks and follow up remedial action.
-   Enhance safety culture at Mombasa Terminal by supporting PI and incident reporting as per target of at least two PI/Staff/month.
-   Maintain updated Dispatch KPIs for improvement monitoring- to be tracked monthly.
-   Achieve Zero High/Serious findings in Audits in Dispatch operations. Ensure timely closure of action items through continuous follow up.
-   Ensure dispatch desk is manned at all times to facilitate prompt, orderly and efficient error-free documentation to enhance gate-to-gate timings. Maintain dispatch order processing to less than 5 minutes and follow up with Customs Officer and C&F agents to ensure fast release of vehicles
-   Review local trucks availability as per schedule to ensure timely dispatch. Follow up corrective action with RT Coordinator and scheduling to optimize local trucks performance.
-   Ensure own collection/export orders are properly captured as per customer LPO and Input vehicle and driver details in the system as per original driver ID details. Have the authorized customer/transporter representative sign the loading note confirming concurrence with the details to minimize loading errors/controls gaps.
-   Deliver on the stock management targets by correctly capturing orders and following up raising of all credit notes for all product returns as per procedure within the day of operation.
-   Monitor Loading Temperatures and invoice accurately always. Verify information with Tank farm on daily basis to ensure temperature in SAP updated every 4 hours.
-   Ensure all book copies are stamped by customers.
-   Screen delivery notes / invoices for any customer commentary before passing them for archiving. Ensure that Customer complaints pertaining to product Quality/Quantity are handled and resolved within the day of complaint and feedback passed on through relevant stakeholders.
-   Update Intransit report by COB and follow up on overdue deliveries.
-   Follow up all non-returned (not yet delivery confirmed) book copies of sales documents with transporters on a weekly basis to ensure closure.
-   Maintain dispatch operations records/registers safely for ease of retrieval and audit trail and ensure handover for archiving is properly signed off.
-   Strengthen sense of Controls and Compliance mindset to achieve nil BCI in Dispatch Operations.
-   Explanation daily meter variance reconciliation and explanations promptly.
-   Maintain updated manual documents register and ensure same promptly captured when system is up. Manual documents must be kept under lock and key at all times.
-   Develop and sustain teamwork with workmates and others.

## Requirements

**JOB KNOWLEDGE, SKILLS & EXPERTISE**

-   At least Diploma level of education preferably with Accounting/Engineering qualifications with at least 3 years working experience in Road/Rail logistics in Petroleum industry.
-   Good interpersonal skills with proven ability to lead a team, influence others to accomplish collective goals and relate to the internal customers.
-   Should be self-driven; able to work independently to deliver results and honest.
-   Good communication skills and a hands-on team player.
-   Sensitive to Company and customer needs.

**Interested and qualified candidates should apply not later than 15th September 2026.**

**Only shortlisted candidates will be contacted.  
Vivo Energy Kenya does not charge any fees for any recruitment process.**