Job Purpose

Reporting to the Head of Marketing and Tea Sales, the Assistant Marketing Manager will play in important role in assisting all aspects of marketing, sales, logistics, and reporting of tea manufactured by Mulindi Factory Company (MFC). While the position will be based full time at Mulindi Factory in Gicumbi District, the position will require frequent engagement with transporters, brokers, warehouses and buyers of MFC teas, as well as occasional travel to Mombasa or other site visits as required.

Key Responsibilities

• Calculate the monthly MT price for forward contracts and distribute the details within two days after the final auction of the month.
• Maintain a weekly MT stock listing detailing free stocks, stocks allocated to Mombasa auction, and stocks assigned to direct buyers.
• Collaborate with Head of Marketing, Mulindi factory team and third-party MT transporters to ensure the smooth and consistent transport of teas from Mulindi factory to warehouses or ports, reviewing weekly transport reports and handling claims with the insurance company as needed.
• Accurately compute and circulate weekly made tea (MT) offer prices by the end of the day Wednesday, separating EXW and FOB offers, and respond promptly to customer confirmations.
• Liaise with relevant warehouse teams to gather information on tea arrivals, storage, releases, and weekly MT stock reports.
• Coordinate the movement of tea samples between brokers and factory, ensuring timely dispatch and thereafter sharing complete details with the customer. Additionally, develop and manage a weekly tracker to monitor the approval status of samples, ensuring smooth communication across all parties.
• Allocate and distribute weekly MT offers to Mombasa auction brokers after approval from Head of Marketing and factory management, entering them into the ITTS system.
• Following approval from Head of Marketing, prepare and circulate clients' contracts, invoices, shipping instructions, and other necessary documentation in a timely manner.
• Work with Head of Marketing, factory management, government agencies, warehouses, shipping agents and clients to gather all essential shipment documents and verify these documents with clients and shipping agents to ensure completeness before dispatching the final documents to customers.
• Track and monitor all shipments, ensuring compliance with target vessel schedules and ensuring all documentation is accurate and complete. Prepare and distribute weekly shipping updates to keep customers informed of progress.
• Establish and track Service Level Agreements (SLAs) and Key Performance Indicators (KPIs) for third-party logistics service providers.
• Analyze customer service performance metrics and implement necessary actions to reduce service losses. Maintain efficient communication with clients to resolve queries or requests.
• Prepare and share status updates on allocated contracts with the Head of Marketing, Finance, and Factory teams.
• Input sales allocations, sales notes, and funds receipts into the ERP system, while following up with clients to ensure prompt payment of invoices according to agreed terms. Maintain weekly and monthly MT sales and debtor reports.
• Prepare and distribute monthly sales reports to Head of Marketing, factory management.
• Prepare monthly reconciliations for MT production, sales, debtors, and stock levels.
• Liaise with factory staff on their procurement needs related to made tea packing materials, obtaining quotes for comparison before seeking approval for proceeding or instructions to procurement for placing orders.
• Performing any other duty as may be assigned from time to time.

Key Qualifications and Skills

• Bachelor’s Degree in Marketing, Business Administration, or a Related Field
• At least 4 years of progressive work experience in marketing, preferably in a similar industry (such as agriculture, FMCG, or food & beverage). Experience in a tea factory or agricultural business would be an added advantage.
• Ability to communicate and engage with various stakeholders, from tea buyers to suppliers.
• Ability to multitask and work under pressure and with minimum supervision.
• Good communication skills – written and verbal. Oral proficiency in English and Kinyarwanda is a requirement.
• Good organization and time management skills.
• Computer literacy and competency in excel and the standard office applications.

Location

The role shall be based full time at the Mulindi Factory Company in Gicumbi District, Northern Province.

• Calculate the monthly MT price for forward contracts and distribute the details within two days after the final auction of the month.
• Maintain a weekly MT stock listing detailing free stocks, stocks allocated to Mombasa auction, and stocks assigned to direct buyers.
• Collaborate with Head of Marketing, Mulindi factory team and third-party MT transporters to ensure the smooth and consistent transport of teas from Mulindi factory to warehouses or ports, reviewing weekly transport reports and handling claims with the insurance company as needed.
• Accurately compute and circulate weekly made tea (MT) offer prices by the end of the day Wednesday, separating EXW and FOB offers, and respond promptly to customer confirmations.
• Liaise with relevant warehouse teams to gather information on tea arrivals, storage, releases, and weekly MT stock reports.
• Coordinate the movement of tea samples between brokers and factory, ensuring timely dispatch and thereafter sharing complete details with the customer. Additionally, develop and manage a weekly tracker to monitor the approval status of samples, ensuring smooth communication across all parties.
• Allocate and distribute weekly MT offers to Mombasa auction brokers after approval from Head of Marketing and factory management, entering them into the ITTS system.
• Following approval from Head of Marketing, prepare and circulate clients' contracts, invoices, shipping instructions, and other necessary documentation in a timely manner.
• Work with Head of Marketing, factory management, government agencies, warehouses, shipping agents and clients to gather all essential shipment documents and verify these documents with clients and shipping agents to ensure completeness before dispatching the final documents to customers.
• Track and monitor all shipments, ensuring compliance with target vessel schedules and ensuring all documentation is accurate and complete. Prepare and distribute weekly shipping updates to keep customers informed of progress.
• Establish and track Service Level Agreements (SLAs) and Key Performance Indicators (KPIs) for third-party logistics service providers.
• Analyze customer service performance metrics and implement necessary actions to reduce service losses. Maintain efficient communication with clients to resolve queries or requests.
• Prepare and share status updates on allocated contracts with the Head of Marketing, Finance, and Factory teams.
• Input sales allocations, sales notes, and funds receipts into the ERP system, while following up with clients to ensure prompt payment of invoices according to agreed terms. Maintain weekly and monthly MT sales and debtor reports.
• Prepare and distribute monthly sales reports to Head of Marketing, factory management.
• Prepare monthly reconciliations for MT production, sales, debtors, and stock levels.
• Liaise with factory staff on their procurement needs related to made tea packing materials, obtaining quotes for comparison before seeking approval for proceeding or instructions to procurement for placing orders.
• Performing any other duty as may be assigned from time to time.

• Ability to communicate and engage with various stakeholders, from tea buyers to suppliers.
• Ability to multitask and work under pressure and with minimum supervision.
• Good communication skills – written and verbal. Oral proficiency in English and Kinyarwanda is a requirement.
• Good organization and time management skills.
• Computer literacy and competency in excel and the standard office applications.

• Bachelor’s Degree in Marketing, Business Administration, or a Related Field
• At least 4 years of progressive work experience in marketing, preferably in a similar industry (such as agriculture, FMCG, or food & beverage). Experience in a tea factory or agricultural business would be an added advantage.