Responsible for the effective handling of office administration and import & export transactions.
Specific Functions
Ensure compliance to the Import & Export Procedure.
Obtain Procedures from Manager or on SharePoint.
Import & Export documentation of all commodities.
Process related vendor SAP purchase orders and documents.
Submit vendor invoices and supporting documents for approval by Manager and thereafter, forward for payment and follow up on incomplete transactions, including financial transactions.
Obtain proof of deliveries from customers.
Communicate directly with customers on all aspects of relevant documents and receive Customer Satisfaction Surveys and follow up accordingly.
Use contracted vendors
Receive quotes and invoices for all shipments.
Liaise with clearing agents for clearance of shipments.
Office administration & general housekeeping.
Ensure office safety standards are adhere to.
Report faulty office equipment.
Adhere to ISO requirements.
Participate in ISO audits.
Ensure ISO requirements are followed closely and report shortfalls.
Operational requirements
Visit freight forwarders for urgent small shipments, problematic shipments and operational arrangements.
Visit Commissioners of Oaths for required affidavits of the various required documents.
Collections of Certificates of Origin from the Chamber of Commerce and Industries.
Arrange and coordinate COTECNA/SGS and other bodies’s inspections as required.
Coordinate loading and unloading procedures with relevant personnel at loading points.
Compliance to the Import Procedure.
Compliance to the FCPA Procedure.
Compliance to all relevant Procedures and Policies.
Correct Import and Export documentation of all commodities.
Office administration & general housekeeping.
Ensuring of good import and export ethics.
Correct and timeouts entering of values of vendor invoices into SAP.
Adhere to reporting requirements as set by the manager.
Ensuring customer satisfaction.
EDUCATION & EXPERIENCE
Diploma in Logistics / Operations Management or Relevant Qualification.
Formal training in Imports & Export Risk Management.
3-5 Years relevant experience.
Outstanding skills in:
Inter-personal and Customer Communication.
Organizational.
Administration.
Negotiation.
Fluency in English. Experience in:
ISO 9001.
Excel & Word.
COMPETENCIES
Basic
Manage each import and export transaction with personnel outside the department.
Desirable
Awareness and complying to Safety.
Contribute to the Quality Management Level in the Import & Export Department.
Contribute to the improvement of Customer relations, Needs & Satisfaction.
Adhere to FCPA rules and regulations.
International interaction and sharing of expertise.