Hiring for Executive / Sr. Executive – Operational Support (Emerging Markets – East Africa)

Job Description – Executive / Sr. Executive – Operational Support (Emerging Markets – East Africa)

Department: Emerging Market (East Africa Region)

Designation: Executive / Sr. Executive – Operational Support

Experience: 2–6 Years

Job Summary

We are seeking a highly organized and proactive Executive / Sr. Executive – Operational Support to manage order processing, shipment coordination, documentation, and commercial operations for the East Africa Emerging Markets business. The incumbent will work closely with cross-functional teams and external stakeholders to ensure seamless execution of orders, timely dispatches, accurate documentation, and effective operational support.

Key Responsibilities

• Order Management
• Manage and monitor the complete order lifecycle from receipt to closure.
• Track open orders and ensure timely processing and execution.
• Coordinate with internal stakeholders to resolve order-related issues and prevent delays.
• Provide regular order status updates and reports to management.
• Debit Note Management
• Maintain and update the debit note tracker accurately.
• Verify supporting documents and ensure proper record maintenance.
• Coordinate with Finance and relevant teams for validation and closure of debit notes.
• Follow up on outstanding debit notes and ensure timely resolution.
• Agreement Management
• Maintain customer, distributor, vendor, and business agreements.
• Ensure agreements are updated, compliant, and properly documented.
• Track agreement validity, renewals, and amendments.
• Maintain a centralized repository of contracts and supporting documents.
• Cross-Functional Coordination
• Collaborate with Packaging Development, Regulatory Affairs, Supply Chain, Sales, Finance, and other internal teams.
• Support artwork development, approval, and implementation for new product launches.
• Drive timely completion of operational activities through effective stakeholder coordination.
• Resolve operational issues by facilitating communication among teams.
• Dispatch & Logistics Support
• Monitor dispatch schedules and shipment execution.
• Coordinate with logistics service providers to ensure timely deliveries.
• Track shipment movement and address logistics-related concerns proactively.
• Ensure adherence to dispatch timelines and customer commitments.
• Shipment Documentation
• Prepare and share shipment-related documents including invoices, packing lists, shipping instructions, certificates, and other export documentation.
• Coordinate with distributors and country teams to ensure compliance with import/export requirements.
• Ensure documentation accuracy and regulatory compliance.
• Maintain records for audits and business reviews.
• Communication & Stakeholder Management
• Act as a key point of contact between internal teams and external stakeholders.
• Ensure timely communication regarding operational updates, shipment status, and critical issues.
• Prepare operational reports, dashboards, trackers, and MIS reports.
• Support process improvement initiatives to enhance operational efficiency and service levels.
  
  

Required Skills & Competencies

• Strong organizational and multitasking abilities.
• Excellent communication and stakeholder management skills.
• Good understanding of supply chain, logistics, export operations, and commercial processes.
• Proficiency in MS Excel (Pivot Tables, VLOOKUP, MIS Reporting), PowerPoint, and documentation management.
• Ability to work effectively with cross-functional teams.
• Strong analytical and problem-solving capabilities.
• High attention to detail and documentation accuracy.
• Ability to manage multiple priorities in a fast-paced environment.