Namib Poultry (Pty) Ltd is a fully integrated broiler production operation established in 2012 and situated 30 km north of Windhoek on the A1 Highway on the farm Klein Okapuka. Namib Poultry (Pty) Ltd is an equal opportunity employer with the following vacancy available at our state-of-the-art Processing Plant. Interested and suitably qualified candidates as well as candidates from the designated groups are invited to apply.
PRIMARY PURPOSE OF THE POSITION
To provide comprehensive administrative functions within the distribution department. The position will be responsible for Claims, Pallet Control, and various Office Administration functions to coordinate various administrative tasks within the distribution department
KEY FUNCTIONS AND RESPONSIBILITIES
Customer Portal Management:
- Check customer and retailer portals daily for new claims, deductions, supporting documents and status changes.
- Maintain accurate portal records, download required evidence and update internal claim trackers promptly.
Claims Administration:
- Register, validate and track every claim from receipt through investigation, collection, approval and settlement.
- Confirm that claim values, quantities, dates, customer references and supporting documents are complete and accurate.
Credit Note Processing:
- Prepare and process customer credit notes accurately after the claim has been validated and approved.
- Ensure credits are allocated to the correct customer and claim and retain a complete audit trail.
Communication and follow-up
- Maintain open, professional communication with customers, Sales and drivers regarding claim status and requirements.
- Follow up on outstanding documents, approvals and collections; escalate delays that may affect settlement deadlines.
- Provide clear status feedback to relevant stakeholders until each claim is formally closed.
Site and Stakeholder Coordination
- Handle the claim process at site and coordinate the finalisation and signing of all supporting documents.
- Coordinate with the Rendering Plant, Depots, Quality and Warehouse teams to investigate claims and arrange collection or disposal where required.
- Confirm that collected or returned stock and related documents are reconciled before the claim is finalised.
Compliance and Reporting
- Strictly follow NPI claims and credit standards, approval controls and applicable working instructions.
- Ensure monthly claims are investigated, processed and settled within the prescribed time frame.
- Maintain accurate claim records and report open, overdue and settled claims to management.
General Duties
- Undertake additional ad hoc tasks as requested by management to support departmental needs.
- Perform administrative tasks such as data entry, filing, and managing correspondence related to distribution activities.
- Assist with scheduling and coordinating distribution operations and meetings.
- Maintain and update distribution records, including inventory levels, shipment logs, and delivery schedules.
- Help with Stand-In Distribution duties when office staff is on leave
- Strictly adhere to company policies, procedures, and safety standards.
- Promote and maintain high levels of productivity within the department.
MINIMUM QUALIFICATION AND EXPERIENCE
- Grade 12. (NQF4).
- Minimum 2-3 years of administrative experience in claims, credit notes, customer accounts or
- distribution administration will be advantageous.
- Knowledge of a Cold Chain Distribution environment will be advantageous.
- Knowledge of ACCPAC or a similar ERP/accounting system will be advantageous.
- Experience working with customers or retailer portals will be advantageous.
OTHER
- Proficient in English
- Being bilingual will be advantageous.
- Namibian Citizen
- Computer literate with proficiency in Microsoft Office (Word, Excel, Outlook)
- Strong numerical and document-control ability
- Willingness to work overtime and after hours when required to meet claims deadline
Closing Date: 06 November 2026
