Purpose:
To control and facilitate ocean freight exports.
Requirements:
Knowledge & Experience
Must have a matric certificate
Must have minimum 3-5 years ocean freight imports experience
Must have a very good understanding of customs procedures
Skills
Conceptual, analytical, numeracy skills
Problem Solving Skills
Communication Skills
Ability to work under pressure
Quality Focus
Strong team player
Attention to detail
Time Management
Attributes
Adaptability
Customer Focus
Initiating action
Planning and organising
Quality orientation
Stress tolerance
Be challenging
Be confident
Be calm and co-operative
Be honest, humble and respectful
Training
Induction
Quality Training
Duties And Accountabilities:
Day to day Operations
Control and manage export process from receipt of order to final delivery as defined per Incoterms 2020
Request for booking confirmation from the shipping line / co-loader
Register file on Cargo Wise once booking confirmation is received from the shipping line / co-loader
Inform transporter of the planned export shipment by sending through a collection / delivery instruction
Monitor pick up and pack dates in accordance with firm stacks – Cargo Wise to be updated real-time
Ensure that all commercial documentation received tallies and is correct for customs clearance purposes
Process customs declarations in conformance with the Customs and Excise Act 91 of 1964
Arrange and co-ordinate customs exams and follow ups
Arrange for inspection
Arrange / apply for certificates (EUR1 / COO / GSP / CNCA / ISF Filing)
Ensure that containers are pre-advised
Capture and arrange shipping instruction / Bills of Lading – error free
Monitor vessel sailing and confirm container shipped on board
Process cargo dues
Update internal work notes on Cargo Wise – real-time
Generate status report to customer daily / progressively regarding the milestone event/progress of the shipment
Ensure that containers are stacked within the prescribed times
Prepare costing sheets and ensure invoice is sent to the customer within KPI
Ensure all 3rd party invoices are received, reconciled, and sent to head office for payment within transactional periods
Ensure all WIP's and accruals are attended to timeously
Evaluate and resolve problems presented by team members
Update milestones and internal work notes on Cargo Wise – real-time
Ensure quality is the primary focus in every task
Assist in activities of team members
Management of Financials
Verify customer's credit terms prior to proceeding with the shipment
Quality check accuracy of estimate prior to expediting shipment
Prepare costing sheet – collating of all disbursements, calculation of agency and finance fees
Account for profit / loss on shipment
Manage costs and negotiation of rates to ensure maximum profit
Reconcile all 3rd party invoices
Ensure all shipments are handled in accordance with the company's profit margins
Sign off job profit summary prior to posting local client / overseas agent costs
Manage finance in operations – WIP – (KPI < 14 dwell days), Accruals – (KPI < 60 dwell days) and out of transaction losses
Management of Customer Relationship
Liaise with client services representative / customer on a daily basis – advising client services representative / customer of collection / delivery and shipment status
Receive orders from client services representative / customer – acknowledge receipt and request for the necessary documentation
Generate status reports advising customer of progress
Continuously improve customer turnaround times
Customer – refers to internal and external customers
Facilitate and ensure effective process management
Exports
Receive orders from client services representative / customer, obtain necessary documentation
Obtain sailing schedules in accordance with the cargo readiness date
Request for booking confirmation from the shipping line / co-loader
Register file on Cargo Wise once booking confirmation is received from the shipping line / co-loader
Arrange for pre-inspection as per destination country requirement
Inform transporter of the planned export shipment by sending through a collection / delivery instruction
Monitor pick up and pack dates in accordance with firm stacks – Cargo Wise to be updated – real-time
Ensure that all commercial documentation received tallies and is correct for customs clearance purposes
Process customs declarations in conformance with the Customs and Excise Act 91 of 1964
Shipment to be customs cleared prior to container stuffing/stacking
Arrange and co-ordinate customs exams and follow ups
Arrange/apply for certificates (EUR1 / COO / GSP / CNCA / ISF Filing)
Ensure that VGM certificate is received
Ensure that containers are pre-advised
Ensure that containers are stacked within the prescribed times
Capture and arrange shipping instruction/ bills of lading – error free. Draft to be approved by the customer / agent
Monitor vessel sailing and confirm container shipped on board
Pre-alert documents to be sent to the customer / agent
Process cargo dues
Courier original documents if applicable
Update internal work notes on Cargo Wise
Generate status report to customer daily/progressively regarding the milestone event / progress of the shipment
Prepare costing sheets and ensure invoice is sent to the customer within KPI
Ensure all 3rd party invoices are received, reconciled and sent to head office for payment within transactional periods
Ensure all WIP's and accruals are attended to timeously
Complete and close shipment as per company SOP / ISO standard
Quality Management
Check and double check to make sure minimal/no errors are made
Provide quality service to customers and continuously exceed their expectations
Get it right the first time
Risk Management
Ensure errors are minimal
Ensure instructions are received/issued in writing and recorded
Conform to SOP's
This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.
