Job Description

Bulk 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 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 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 Cost and Insurance Paid/ Delivered at Place (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 customers premises.
• For Free Carrier (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 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 WBTs
• 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 or for interim periods if requested by the customer.
• Monitor due dates, chase for payment if late 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 upliftments, 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.

Qualifications

• Higher Certificate in International Trade/ Logistics or Supply Chain (NQF5/10)
• Certificate in INCO Terms
• MS Excel Advanced

Experience

• 2 Years 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
• Clearance, Sales Order Execution & Payment Processing, Bean & Seed Logistics
• Documentation (forms and templates) related to: Shipping, Sales Order Execution, Payment Processing,
• Cross Border Trades, Tankage,

Skills

• Customer service
• Proficiency in SAP and Microsoft Office
• Numerical and analytical skills
• Methodical, detail oriented, neat and focused, good organising skills
• Planning and organising
• Monitoring & tracking until execution is complete for various customers
• Conscientious and diligent in updating relevant systems, documentation and stakeholders
• Able to work under pressure and meet strict deadlines
• Excellent verbal and written communication skills
• Interpersonal skills
• Logical reasoning and problem-solving skills
• Team player
• Meticulous filing and record keeping

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