SUMMARY:

Job Specification – Shipping Clerk (Kya Sands, Johannesburg)

POSITION INFO:

Position overview

• Follow up with suppliers on shipments, obtain shipping indications and draft bills of lading, check them for errors and have suppliers amend and approve.
• Check that the original bill of lading shows the shipped-on-board date, and that invoices show payment terms, Incoterm, freight breakdown and banking details. Request a freight statement for every shipment.
• Chase suppliers at least twice a week so documents arrive 3 days before the vessel, avoiding overstay and extra storage charges.
• Arrange telex, express or seaway bill release, track original documents (e.g. via DHL) and liaise with banks on letter-of-credit bills.
• Track vessels on shipping line websites, confirm ETD/ETA with depots and update the daily shipping list; flag late shipments in red and escalate them urgently.

• Complete clearing instruction forms and the shipping line letter of approval, and send full document sets (invoice, packing list, bill of lading, origin and quality certificates) to the clearing agent, depots and internal team.
• Reconcile instructions against depot container reports; arrange port collection, unpacking and empty returns.
• Coordinate Port Health and plant inspections, and follow up daily with depots on arrivals and reports.
• Obtain goods received notes (GRNs) within 24 hours, check them against packing lists, and report shortages and damages to suppliers and request credit notes.

• Request missing or expired certificates (COA, COO, Kosher, Halal, specifications, MSDS), remove supplier details and stamps, and load them on the system with the date loaded.

• Check clearing agent and shipping line invoices, pallet counts and surcharges against GRNs, then hand completed files to costing for sign-off, coding and loading.

• Cover for colleagues on pricing and requisitions when on leave, assist with reception and switchboard, and help with kitchen and stationery orders.

Minimum requirements

• Matric (Grade 12); a diploma or certificate in logistics, supply chain or import/export is an advantage.
• 2 to 3 years' experience in shipping, imports or freight forwarding, ideally with sea freight and containers.
• Working knowledge of import documents: bills of lading, commercial invoices, packing lists, certificates of origin, telex releases and letters of credit.
• Familiarity with Incoterms, demurrage and storage charges, and clearing agent and depot processes.
• Proficient in MS Excel and Outlook; experience with an ERP or stock system.
• Own transport is not required, but reliable access to the Kya Sands area is.
• Experience with Acumatica is an Advantage 

Skills and competencies

• Strong attention to detail when checking documents, dates, costs and quantities.
• Persistent follow-up with suppliers, shipping lines and depots, with a sense of urgency on late shipments.
• Clear written and verbal communication; confident escalating delays to management.
• Organised, able to manage many shipments and deadlines at once.
• Numerate: able to check costings, pallet counts and surcharges.
• Reliable team player, willing to help with reception and general admin when needed.

Working conditions and how to apply