Claims Administrator – Cic

Job Description

Purpose of the Position

To administer and process warehouse-related claims accurately and efficiently, ensuring that all claims are properly documented, investigated, captured and allocated to the correct financial accounts and cost centres. The role is responsible for managing claims arising from stock losses, damaged goods, shortages, incorrect deliveries, returns, transport damage and other warehouse-related incidents. The successful candidate must combine strong administrative and data-capturing skills with sound financial understanding to ensure that claims are recorded correctly, allocated according to the nature and cause of the loss, and supported by the necessary evidence and approvals. The role plays a critical part in maintaining stock accuracy, controlling warehouse losses, recovering costs where appropriate and ensuring that claims are reflected correctly in the company’s financial records.

Key Responsibilities

• Receive and register claims relating to damaged stock, stock shortages, picking errors, incorrect deliveries, returns, transport damage and other warehouse discrepancies.
• Accurately capture all claims in the relevant claims management system, Warehouse Management System (WMS), Enterprise Resource Planning (ERP) system or accounting system.
• Record all relevant claim details, including stock codes, product descriptions, quantities, values, delivery notes, purchase orders, invoices, dates, batch or serial numbers (where applicable) and claim references.
• Ensure each claim is linked to the correct warehouse transaction, delivery, supplier, customer, transporter or responsible department.
• Verify that all claims are supported by the necessary documentation, including delivery notes, Goods Received Notes (GRNs), dispatch records, photographs, invoices, credit notes and incident reports.
• Monitor the progress of claims and follow up on outstanding information, approvals, investigations and recoveries.
• Ensure claims are captured promptly and processed within agreed timelines.
• Liaise with warehouse supervisors, receiving teams, dispatch teams, inventory controllers, transporters and relevant customers to establish the causes of discrepancies.
• Review supporting evidence to determine whether claims relate to damage, shortages, incorrect picking, incorrect receiving, supplier errors, transport losses or other operational issues.
• Assess the nature and cause of each warehouse claim to ensure it is allocated to the correct general ledger account, expense category, cost centre, warehouse, department or other applicable financial code.
• Distinguish between different types of warehouse-related financial transactions, including stock losses, damaged inventory, supplier claims, transport claims, customer returns, recoverable costs and approved stock adjustments.
• Ensure claims are allocated in accordance with the company’s chart of accounts, accounting policies and financial procedures.
• Verify that claim values are calculated correctly using the appropriate quantities, unit costs, invoice values and supporting financial documentation.
• Prepare and submit claims to transporters or other responsible parties for damaged goods, shortages, incorrect deliveries or other substantiated losses. Ensure claims are submitted within applicable contractual or procedural deadlines.
• Ensure approved claims resulting in stock adjustments are processed only after the required authorisation has obtained.
• Monitor recurring warehouse discrepancies and identify patterns that may indicate operational weaknesses or preventable losses.

Requirements

• Grade 12 certificate.
• A certificate or diploma in Supply Chain Management, Logistics, Warehouse Management, Accounting, Bookkeeping or Business Administration will be an advantage.
• Minimum of 5 years’ experience in the FMCG industry.
• Previous experience in warehouse administration, claims processing, inventory control, stock reconciliation, goods receiving or dispatch administration.
• Practical understanding of warehouse documentation and stock movement processes.
• Basic to intermediate accounting knowledge, including expense classification, general ledger coding and financial allocation.
• Experience using an ERP system, Warehouse Management System (WMS) or inventory/accounting software.
• Proficiency in Microsoft Excel, including working with spreadsheets, reconciliations and reports.
• Accurate data-capturing skills, with the ability to correctly record stock codes, quantities, values and claim details.
• Financial acumen and an understanding of how warehouse claims affect inventory, expenses, supplier recoveries and financial reporting.
• Ability to identify the correct financial account, cost centre and claim category, and recognise when financial guidance is required.
• Sound knowledge of warehouse processes, including receiving, put-away, picking, packing, dispatch, returns and stock control.
• Strong investigative skills and the ability to trace discrepancies through warehouse records and supporting documentation.
• Strong numerical skills, with the ability to verify stock quantities, unit costs, claim values and reconciliations.
• Excellent attention to detail, with the ability to identify missing documents, duplicate claims, incorrect quantities and inconsistent values.
• Ability to work under pressure and handle conflict situations professionally.
• Good communication and follow-up skills, with the ability to liaise effectively with warehouse teams, suppliers, transporters and Finance to resolve outstanding claims.
• Valid passport and police clearance certificate.
• Namibian citizenship.

How to Apply

Individuals meeting the above requirements should please forward their application to:

The Human Resources Department

Email: [email protected]

When forwarding your application via email, please ensure that your information is consolidated and that your email attachments are limited to three (3). Please indicate which position you are applying to in the subject line.

Please note that only short listed candidates will be contacted and that no documentation will be returned. Applicants who are not contacted within two weeks from the closing date should consider their application unsuccessful.

Closing Date: 2026-11-10