Nakuru- Documentation Clerk Job Reeds Africa

Documentation Clerk Job. Administration Jobs In Kenya

Role Purpose:

To ensure accurate preparation, processing, filing, and retrieval of operational and compliance documentation related to fuel, lubricants, and LPG transactions within the company, supporting smooth depot, transport, and sales operations.

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Job Description

Key Responsibilities:

Document Preparation & Processing

• Prepare delivery notes, loading orders, gate passes, and dispatch documents for fuel and lubricant products.
• Check and confirm transporter and driver documentation prior to loading and dispatch.
• Process invoices and delivery confirmations in collaboration with the sales and finance teams.

Record Management & Filing

• Maintain organized filing (physical and electronic) of delivery documents, transport records, and compliance certificates.
• Update documentation trackers to ensure easy retrieval and audit readiness.
• Label and archive completed documentation accurately for compliance and operational reference.

Verification & Reconciliation

• Verify documents against stock dispatch records and transport schedules.
• Assist in reconciling transport and delivery documentation with ERP system data.
• Follow up on any missing or incomplete documents with depots, drivers, or customers.

Compliance Support

• Ensure documentation complies with company SOPs and regulatory requirements.
• Assist in preparing documentation required for regulatory and internal audits.

Reporting

• Generate and share daily or weekly document status updates with supervisors and operations teams.
• Escalate discrepancies or delays in documentation to management promptly.

Job Requirements

Key Requirements:

• Diploma or Certificate in Business Administration, Records Management, or a related field.
• At least 2 – 3 years’ experience in documentation or clerical roles, preferably within the oil & gas, logistics, or FMCG sectors.
• Proficiency in MS Office and document management systems (ERP experience is an added advantage).
• High attention to detail and accuracy.
• Good organizational and time management skills.
• Ability to work under pressure and meet tight deadlin

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How to Apply

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