VTTI Kenya Order Processor Job in Mombasa

VTTI operates a network of bulk petroleum Terminals in eleven countries across five continents. As a result of its ongoing continued growth, VTTI has expanded its operations to Kenya.

VTTI Kenya is completing its state of the art Terminal in Mombasa and will soon be operational.

Applications are invited from qualified and experienced Kenyan citizens for the following positions at our state of the art Petroleum Terminal in Kipevu, Mombasa:

Order Processor

Location: VTTI, Kenya

Job Description

Receives and processes customers’ orders; ensuring orders are fulfilled and corresponding invoicing completed.

Organisational Position: Reports to the Customer Service Manager.

Result Areas

Customer order processing

Ensures timely and satisfactory fulfilment of customers’ instructions;

• Applies approved Standard Operating Procedures in all customer service processes.
• Receives customer orders, verifies them and creates order entries in Tomcat.
• Communicates any anomalies that may affect customer orders e.g. inventory or credit anomalies.
• Liaises with KRA resident officer for release of loaded truck orders and other product transfers into and out of the Terminal.
• Provides timely and accurate feedback to customers and notifies them of unplanned developments.
• Handles enquiries from customers and resolves complaints in consultation with Customer Service Manager.
• Maintains regular contact with customers, Kenya Revenue Authority (KRA) resident officer and the operations team to meet customer requirements.

Invoicing

Prepares invoices as required on the basis of pre-formulated customer agreements;

• Checks accuracy of invoices and submits to the Customer Service Manager for review and approval.
• Prepares credit notes and debit notes for approval by the Customer Service Manager and posts approved transactions into Tomcat.
• Prepares and sends out monthly invoices and statements for the various services received including Tank storage, Kenya Pipeline Company (KPC) transfers, Tank to Tank transfers, Truck loading and other charges.

Documentation and record keeping

Maintains record of all relevant documents for order processing and invoicing;

• Product batch specifications.
• Customer orders and Invoices.
• KRA approval documents.
• Terminal Loading Instructions.
• Terminal transfer and receipt instructions
• Bills of Lading.
• Internal approvals.

Reports, Communications and Social interaction

Maintains daily communication and contact to prepare and fulfil customer orders

• Internally with the Customer Service Manager, Shift Supervisors and Stock controller.
• Externally with customers and KRA resident officer.
• Prepares reports for review and approval by the Customer Service Manager.

Performance Indicators

• Level of customer satisfaction.
• Completeness and accuracy of documentation and records.
• Timeliness of reports and feedback to customers.
• Effective resolution of service complaints.
• Accuracy of reports to customers.
• Achievement of customer throughput volumes.
• Conformance to the terms of the service agreements.
• Efficiency of coordination across customer service, operations and maintenance departments.

Qualifications & Experience

• University Graduate.
• Minimum 1 year relevant work experience gained in a comparable job which has involved regular contact with customers.

Competencies

• Good communications and negotiating skills.
• Ability to create and maintain relationships.
• Tactful and diplomatic.
• Planning and organisation capability.
• High level of integrity.

For the above vacancy, kindly send your CV to hr@mtt.vtti.com

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