Imports and Exports Co-ordinator

Main Objective

Responsible for the effective handling of office administration and import & export transactions
Specific Functions

Ensure compliance to the Import & Export Procedure
Obtain Procedures from Manager or on Sharepoint
Import & Export documentation of all commodities
Process related vendor SAP purchase orders and documents
Submit vendor invoices and supporting documents for approval by Manager and tereafter, forward for payment.  Follow up on incomplete transactions, including financial transactions
Apply for all relevant permits where applicable (Non-GMO permits, Import and Export permits, Phytosanitary certificates, Certificates of Origin, Legalisation of documents (wher applicable), Permits from Department of Trade & Industries and all other required documents)
Maintain the filing system as per requiements of the Import & Export Acts
Obtain proof of deliveries from customers
Communicate directly with customers on all aspects of relevant documents and receive Customer Satisfaction Surveys.  Follow up accordingly.
Use contracted vendors
Receive quotes and invoices for all shipments
Liase with clearing agents for clearance of shipments
Office administration & general housekeeping
Ensure office safety standards are adhere to
Report faulty office equipment
Adhere to ISO requirements
Participate in ISO audits
Ensure ISO requirements are followed closely and report shortfalls
Operational requirements
Visit freight forwarders for urgent small shipments, problematic shipments and operational arrangements
Visit Commisioners of Oaths for required affidavits of the various required documents
Collections of Certificates of Origin from the Chamber of Commerce and Industries
Arrange and coordinate COTECNA/SGS and other bodies’s inspections as required
Coordinate loading and unloading procedures with relevant personnel at loading points
Compliance to the Import Procedure
Compliance to the FCPA Procedure
Compliance to all relevant Procerdures and Policies
Correct Import and Export documentation of all commodities
Office administration & general housekeeping
Adherence to ISO requirements
Ensuring of good import and export ethics
Correct and timeous entering of values of vendor invoices into SAP
Adhere to reporting requirements as set by the manager
Ensuring customer satisfaction
Diploma in Logistics / Operations Management or Relevant Qualification
Formal training in Imports & Export Risk Management
3-5 Years relevant experience
Outstanding skills in:
Inter-personal and Customer Communication
Fluency in English
Experience in:
Dealing with all general commodities, conventional-, regulated and de-regulated GMO seed
SAP operations
ISO 9001
Excel & Word


Manage each import and export transaction with personnel outside the department


Awareness and complying to Safety
Contribute to the Quality Management Level in the Import & Export Department
Contribute to the improvement of Customer relations, Needs & Satisfaction
Adhere to FCPA rules and regulations
International interaction and sharing of expertise

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