To execute all bulk oil purchases and sales contracts, and soya bean, oil seed and rice logistics to ensure fulfilment of contracts within contract delivery periods
DescriptionBulk vegetable oil imports
Monitor correspondence between traders, buyers and sellers
Double-check purchase and sales confirmations to ensure accuracy
Track vessels for estimated time of arrival (ETA) and parcel allocations
Chase for shipping documents prior vessel arrival to ensure timely customs clearance
Process import clearing and forwarding instructions to clearing agents ensuring the correct and appropriate procedure category and purpose codes are used xe2x80x93 e.g. clearance in bond, for home consumption, re-export, etc.
Ensure original Bill of Lading (B/L), EUR1 and other essential documents are couriered to vessel agent prior vessel arrival xe2x80x93 alternatively issue Letter of Indemnity (LOI).
Monitor discharge outturn P201 figures against B/L and ensure clearing agent passes relevant Voucher of
Correction (VOC) to correct the B/L weight of original clearance to P201 weight.
On completion of vessel discharge send instructions to surveyors for tank samples to be sent to relevant customers if required.
Execution of Sales Orders
Track pertinent sales confirmations against sales schedule from trade support desk, and double-check all details are correct.
Send Pro-forma invoice if required for upfront payments.
Proceed with execution of contract depending on delivery period.
Obtain quotations and written rates sheets from transporters and arrange transport for xe2x80x9cCost and Insurance Paidxe2x80x9d/ xe2x80x9cDelivered at Placexe2x80x9d (CIP / DAP) contracts within delivery period ensuring constant liaison with customer,
Send appropriation to customer with dispatch date, truck details, quantity loaded and expected arrival at customerxe2x80x99s premises.
For xe2x80x9cFree Carrierxe2x80x9d (FCA) sales, ensure goods are made available and ready in all respects to be uplifted by the customer, advising location and tank number.
Proceed with Sales Order and Releases xe2x80x93 one per truck as per customer instructions
Liaise constantly with tank planning to ensure stock is released from appropriate tanks and batches.
Monitor releases and ensure weighbridge tickets are received from tank installation or supplier to match release orders.
Complete Deliver Order (DO) upload template ensuring correct Sales Order (SO) number, batch number and tonnage is inserted for submission to Shared Services Centre (SSC) together with copies of the Weighbridge
Tickets WBTxe2x80x99s
Invoice customer promptly for goods loaded with corresponding WBT attached ensuring accuracy of goods loaded, due date and correct payment banking details.
Send monthly Statement of Account to all customers on last day of the month xe2x80x93 or for interim periods if requested by the customer.
Monitor due dates, chase for payment if late xe2x80x93 raising late payment interest (LPI) invoices in accordance with contractual terms for all late payments.
Allocate payments to relevant invoices when received
Monitor contract delivery periods and send contract status and open order reports on a regular basis.
Should it be observed that a delivery period will be exceeded, send notification of potential Late Upliftment Interest (LUI) and storage charges.
Invoice out late payment / late upliftment interest and storage charges, monthly.
Where delivery is executed by means of a Transfer of Ownership (TOO), raise an invoice against TOO weight, and monitor and reconcile upliftmentxe2x80x99s, at the end, passing debit or credit note for the difference in tonnage.
Ensure tank installation passes a VOC for the difference between TOO weight and uplifted weight to align stock and customs book balances.
Monitor upliftments and ensure debit or credit is raised upon conclusion, for swaps.
Monitor and reconcile stock losses and gains.
Ensure the correct samples is delivered to customers.
Tankage
Liaise with Tank Planner with regards to emptying and stripping tanks in preparation for new shipments
Liaise with other team members to ensure correct tank nominations are used, constantly.
Send weekly heating instructions to tank installation to minimise costs
Demurrage
Track and monitor demurrage claims for vessels / trucks and ensure customers are invoiced where applicable
Cross Border
Prepare relevant pro-forma / commercial invoice for cross border trades
Ensure that commercial invoice sent to clearing agent is captured on SAP against WBT
Request Customs Bill of Entry (SAD500) and other relevant documents from clearing agents to prove export and acquit documents.
Arrange transport if necessary, obtaining written quotations and ensure constant monitoring and tracking of
trucks
Request invoices from transporters once stock has been delivered and enter full details on upliftment schedule to double-check rates and approve for payment.
Monitor payments and ensure correct documentation and coding is given to the banks to clear funds.
Beans and Seeds Logistics
Plan weekly bean intake
Book trucks in at plant for offloading
Streamline communications with suppliers, adhering to strict procedures and amendments where required
Balance offloaded weights with Randfontein team
Filing & Record-keeping
Maintain up to date hard copy, and soft files (using the various e-filing systems) at all times.
Save all schedules and correspondence on SharePoint, to ensure accessibility to all team members.
Print all invoices to PDF, and file accordingly on SharePoint ensuring detailed file name for easy tracking.
Archive SharePoint files and public folders each year to ensure efficiency of IT system.
Purchase / original shipping documents to be filed away per vessel for safety and archived regularly.
Minimum RequirementsQualifications
Higher Certificate in International Trade/ Logistics or Supply Chain (NQF5/10)
Certificate in INCO Terms
MS Excel Advanced
Experience
2 Yearsxe2x80x99 experience in contract execution and shipping management
Experience in SAP utilization Knowledge
International Commercial Terms
Internal processes and procedures relating to: Shipping, Overland Cross Border Trades & Customs