Import & Export Coordinator

RESPONSIBILITIES

• 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.

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