Operations Shipping Clerk at DHL

Job Purpose:


To co-ordinate, control, plan and manage all aspects within the Import, Export and Cross Trade procedure. The Operations Shipping Clerk a vital link within the supply chain process and must have extensive knowledge on both local and destination requirements.


In this Operations Shipping Clerk position
Invoicing


Shipping clerk will arrange for all invoices to be processed on X3 and Pastel
Invoices will be forwarded to relevant offices
Invoices will be filed in relevant files
Exports/Airfreights shipments
Arrange works orders as per X3 requirements
Work orders to be handed over to Procurement for worksheets
Prepare checklist for factory
Make bookings with shipping lines as per orders on X3
Update the packing order
Once booking is confirmed, arrange to send ZAC all relevant documents and invoices
Send all packing info to despatch for packing preparation
Monitor stacks and once stacks is confirmed, liaise with Transporter via packing order of packing dates
Arrange collections of X3 local order with relevant personnel
VGM information to be sent to agents and transporter for Navis purposes
Once vessels are shipped, check and approve bills
Create packing lists for all IHO's
Once all packing lists/ bills / Comm inv completed, arrange to send to IHO via courier
Customs documents to be filed in shipment file as well as on Customs folder


Acquittals


Opening 470.03 files
Retrieving documents from ZAC/FLOW for acquittal purposes
Liaising with factory supervisor on cutting sheets
Liaising with ZAC on outstanding documents
Liaising with despatch team on Customs Stock Sheets


Customs/ITAC


Prepare documents for all Duty brought to account shipments (welding rod etc)
Assist despatch team with Customs Daily Worksheets
Prepare documents for financial manager for VAT claims
Assist Ops manager when there is a Customs Inspection of stock
Apply for Imports permits
Ensure all exports /airfreights and applicable courier files have all their customs docs in file
Ensure month end acquittal sheets are updated


Imports


Send all imports documents with the Clearing instructions to ZAC
Update the imports schedule
Provide despatch team with documents of expected imports
Liaise with Transporter to ensure containers are delivered within shipping line free days
Once imports are delivered, arrange all invoices for Ops manager for authorisation
Ensure all customs documents are filed in shipment file


Courier


Get quotes for Courier shipments
When quotes are accepted, arrange collection Waybill and Invoice (when applicable)
Send tracking updates to all necessary parties to keep them informed


Other


Assist team when there is absenteeism or when help is needed
Assist despatch team with loadings / offloadings when needed
Assist ops manager when there is teambuilding or events happening
Assist in other departments when there is a real need
Assist finance manager with documents for VAT submission
Finalise month end stock with ZA001/ZA003/ZA004/ZA111/ZAX and SCM(Vinliners)
Work with management team to achieve all Objectives and Management systems


Now, here is what we need from you!


Computer Literate - All MS Programs
Ability to work in a team environment and transfer of knowledge to team members
Punctuality and time management skills are essential elements of this position.
Ability to work under extreme pressure with minimal supervision.
Ability to communicate effectively on all levels
Strong problem-solving mentality
Ability to use initiative and be a self-starter
Outstanding Customer relationship skills a necessity
Ability to use sound judgment, manage risk and anticipate impact on overall business.
Education:Diploma in Business Administration or any other related field.
Must have a matric
Experience: Minimum of 3 years in working experience in a marketing, operations or sales position, preferably working as junior personnel in the account management department.