IMPORTS COST CONTROLLER & SHIPPING CO-ORDINATOR

NO.

ACTIVITY

TASKS TO BE EXECUTED

1.

Purchase Order verification and tracking

• Verify correctness of costing information provided by the Product Managers and Planners on purchase orders
• Calculate Landed cost of imported inventory via the Syspro Landed Cost Tracking (LCT) system for the various product departments
• Verify incoming shipments by comparing information against bills of lading, invoices, orders and other records.
• Advise Product Planners and department heads of incoming shipments, potential problems or delay of shipments.

2.

Costings / orders

• Prepare shipping files – ensure all documentation pertaining to the shipment is received eg
• Supplier invoices, customs and clearing documentation, foreign exchange contracts
• When Shipments are delivered, download and print all forwarding agent and transporter invoices and supporting documents (GRV from warehouse) to finalize costing
• Maintain and update shipment register on a daily basis and ensure shipments are recorded
• Prepare forward cover schedule for approval and submission to Financial Director timeously to ensure best possible forward rates are booked for costing and supplier payments
• Prepare monthly Goods in Transit schedule

3.

Liaise with Clearing Agent’s

• Follow up with agents regarding the tracking of vessel departures
• Liaise with shipping and clearing companies for arrival of vessels and tracking the status of delivery to the warehouse
• Liaise with Agents on pre alert documentation and check and forward shipping documents to clearing agent
• Ensure shipping & clearing agents receive clearing instructions and an original copy of shipping documentation (Bill of Lading) timeously, preventing any delays in the customs clearing of imported inventory
• Deal with queries relating to any incorrect charges from forwarding agent and transporter
• Confirm that customs duties are correct and accounted for accurately
• Check rates for transport and agent billing and ensure invoices are correct
• Obtain statements from clearing agents and reconcile on a weekly basis and submit payment schedule to Management Accountant for authorisation.

4.

Creditors (foreign)

• Monitor status of Import Letter of Credits (L/C’s) and compliance with the regulations and terms thereof
• Maintain working knowledge of Reserve Bank Regulations with regards to documentation that is required to ensure payments to suppliers are made in accordance with the rules and regulations of the Reserve Bank
• Liaise with foreign suppliers and resolve any queries that may arise.
• Assist Creditors Clerk in performing foreign creditors reconciliations

5.

Reconciliations

• Prepare monthly creditor reconciliations for the clearing agent accounts

6.

Ad-Hoc

• Provide information to external and internal auditors as requested
• Assist Management Accountant with ad-hoc tasks

CATEGORY*

REQUIREMENT DESCRIPTION

WEIGHT

Business Acumen

Demonstrates sound knowledge of shipping-related processes and customs procedures.  Demonstrates a well-grounded understanding of the foreign exchange, costing and stock recording role within the context of overall business processes.  Well-developed numeracy, accuracy and attention to detail. 

Keeps thorough records of activities.

3

Technical Acumen

Is fully competent in all aspects of import regulations, shipping incoterms, forex, costing and reporting and clear understanding of Letter of Credits (LC’s) and the terms thereof.

 Able to critically evaluate routine tasks and question validity of information.  To resist undue pressure and influence.  Able to recommend and/or take appropriate action.  Demonstrates a proactive approach.

3

Organisation of Work

Well-developed capacity to priorities, plan and meet deadlines. 

Able to function effectively under pressure.

3

Interpersonal Skill

Demonstrates ability to develop effective working relationships with others. 

Can influence and persuade others through displaying subject knowledge, integrity and service ethic 

3

Leadership

Demonstrates ability to engage with, motivate and encourage team members in the achievement of results, through taking initiative and responsibility.

2