Job Summary:
The Export, Customs & State Vet Administrator is responsible for executing, coordinating, and facilitating the end-to-end administration of road freight exports, customs clearance processing, and strict agricultural and veterinary regulatory compliance. This role ensures the efficient, compliant, and timely cross-border movement of frozen food commodities (chicken, pork, beef, fish, vegetables) and manufacturing dry commodities. The incumbent acts as a critical link between internal operations, clearing agents, transport providers, and state regulatory authorities to secure necessary permits, inspections, and clearances.
Minimum Qualifications and Experience:
Education: Matric (Grade 12) required. A Diploma or Degree in Logistics, Supply Chain Management, International Trade, Business Administration, or a related field is highly advantageous.
Experience: Minimum 3–5 years of hands-on experience in export coordination, customs administration, international logistics, or freight forwarding.
Commodity Knowledge: Direct experience handling cold chain logistics, frozen food products, or agricultural commodities is highly preferred.
Regulatory Familiarity: Proven experience interacting with and securing certifications from South African trade and agricultural regulatory authorities:
o DALRRD / DARD (Department of Agriculture, Land Reform and Rural Development)
o BMA (Border Management Agency)
o NRCS (National Regulator for Compulsory Specifications)
o PPECB (Perishable Products Export Control Board)
o SARS (South African Revenue Service - Customs division)
Technical Skills:
Proficiency in the Microsoft Office Suite with intermediate to advanced Excel skills.
Experience with Syspro or similar ERP enterprise software is highly advantageous.
Deep understanding of Incoterms (2020), international shipping practices, and freight forwarding operations.
Main Duties/Key Results Areas:
Customs & Clearing Administration
Entry Processing: Check, print, and compile clearing instructions and draft entries for formal sign-off by the Customs Manager.
Incoterm Verification: Review contract Incoterms to accurately request freight, local cartage, and/or Ex-Works (EXW) charges for precise customs valuation.
Document Management: Upload completed trade, border, and clearing documents to the central document dashboard, ensuring correct archival in digital and physical files.
Dashboard Upkeep: Actively update bond statuses, entry releases, and other critical clearance timelines on the logistics dashboard.
Ex-Bond & Releases: Request Ex-Bond entries from clearing agents and distribute approved releases to the relevant cold storage facilities and internal departments immediately.
Letter of Authority (LOA): Arrange and format LOAs onto company letterheads with the legal department, securing authorized signatures and returning them to clearing agents without delay.
Agent Liaison: Follow up daily on outstanding documents with third-party clearing agents to prevent border dwell time.
Export, Cross-Border & Transport Coordination
End-to-End Tracking: Coordinate and track road freight exports from initial order confirmation through to final cross-border delivery, providing regular status updates to traders.
Documentation Prep: Prepare, submit, and monitor complex export application documents within required provincial and national regulatory timelines.
SOP Adherence: Maintain strict adherence to all export Standard Operating Procedures (SOP – CO.EXP 001 to CO.EXP.022).
Rate Procurement: Assist in negotiating competitive road transport rates while verifying that all transporters possess valid goods-in-transit insurance and statutory compliance documentation.
Claims Administration: Communicate with transporters to ensure that transit claims or temperature deviations follow the formal company claims protocol.
State Vet & Regulatory Compliance
Permit Control: Control, log, and monitor all Import and Export Permits received from government authorities. Distribute valid permits to clearing agents strictly on request.
Specialized Veterinary Applications: Manage applications for specialized deliveries under state authority supervision. Complete required documentation for moving animal protein products across domestic zones according to regional protocols:
o SOP – CO. DAFF.006: ITC Movement for animal protein products (Durban)
o SOP – CO. DAFF.007 / 010: ITC Movement and receiving protocols (Gqeberha / Port Elizabeth)
o SOP – CO. DAFF.008: ITC Movement for animal protein products (Cape Town)
o SOP – CO. DAFF.009: PRRS (Porcine Reproductive and Respiratory Syndrome) application processes for pork imports/exports.
Inspections & Approvals: Act as a primary operational contact to coordinate physical or documentary inspections, state vet approvals, and health certifications.
Regulatory Monitoring: Stay continuously updated on changes to local and international import/export legislation, veterinary protocols, and border restrictions. Update internal teams when compliance requirements shift.
All and any other related duties as expected by the Employer from time to time.
General:
Undertake additional tasks as assigned by your Manager or Director, in alignment with the skills and experience required for the role.
Ensure the health, safety, and well-being of yourself and others, always adhering to all Health and Safety regulations.
Maintain strict confidentiality regarding all sensitive information obtained during employment, sharing it only with individuals authorised to receive it in an official capacity.
Abide by all policies and procedures.
Take on any other responsibilities as necessary to support the evolving needs of the role and the organisation, acknowledging the need for flexibility in a dynamic workplace.
Contribute to a workplace that values diversity, equity, and inclusion, fostering a positive and supportive environment for all employees.
All employees are encouraged to actively pursue their professional development by continuously seeking opportunities to upskill and expand their knowledge within the organisation. This commitment to learning and growth is essential for staying ahead in an ever-evolving import and export industry and ensuring both personal and organisational success. Employees are supported in pursuing relevant training, certifications, and educational opportunities that enhance their skills and expertise.
