Operations Assistant

About the Role

We are looking for an Operations Assistant based in Blantyre, Southern Region, Malawi to support our shipment processing operations with efficiency and accuracy. Reporting to the Operations Supervisor, you will be central to ensuring timely handling of shipments and maintaining high standards in documentation and packaging aligned with DHL's Global Standard Operating Procedures (GSOP).

Key Responsibilities

• Execute shipment processing tasks promptly while ensuring all material scanning checkpoints meet GSOP standards to maintain 100% data accuracy and network timeliness.
• Inspect shipments for correct condition, quality of paperwork, and proper packaging before dispatch.
• Ensure airway bills (AWBs) are correctly imaged and uploaded onto the system, verifying completion through end-of-shift reports.
• Manage the Process Dashboard by manifesting and reweighing all shipments accordingly.
• Prepare shipments meeting 'perfect shipment' criteria, including complete AWB and invoice details, capturing insurance or special services in the system, attaching correct service alert labels, and logging CI checkpoints for non-stackable items.
• Hold shipments subject to ICS.2 regulations or denied party restrictions until cleared.
• Accurately re-weigh shipments, measure dimensions, and attach printed piece identification (PID) labels to each item.
• Update shipment and piece information via DCVS systems.
• Sort outbound materials to designated zones, respecting cut-off timelines.
• Prepare and seal international shipment bags using DHL systems, and bag outgoing material into correct destination containers.
• Segregate high-value and special certificate clearance shipments, ensuring appropriate ST intercept checkpoints are recorded.
• Assist with shipment debrief procedures and complete cash reconciliations as per protocols.
• Perform banking captures when not involved in debrief operations.
• Verify that credit card machines' transactions are batched and banked daily, and machines are returned properly.
• Conduct security inspections on suspicious shipments adhering strictly to DHL security measures.
• Refer uninspectable suspicious shipments for further X-ray and customs checks.
• Comply fully with global standard operating procedures to maintain consistent quality in all business operations.
• Support supervisors and managers with daily operational tasks as needed.
• Collaborate with internal teams and external partners to resolve operational issues swiftly and minimize service disruptions.
• Provide backup for timely collection and delivery of shipments through effective route planning and communication.
• Follow all prescribed procedures and ensure adherence to company policies and housekeeping standards.
• Troubleshoot recurring delivery issues using established protocols and assist less experienced colleagues during challenging situations.

Qualifications and Experience

• MSc or equivalent secondary education certificate; professional certificates or diplomas are advantageous.
• Possession of a valid Class B driver’s license.
• Computer literacy including familiarity with DHL Operations Systems.
• Strong written and verbal communication skills.
• Minimum of two years' experience in a comparable operational role.

Work Environment and Conduct

Candidates must strictly observe work schedules, company policies, and housekeeping rules, maintaining personal grooming per DHL's dress code. Efficient administrative support to the Operations department is also expected.