On-Site Import Controller at DSV

ROLE DETAILS

• Primary focus End-to-end coordination of import orders, shipping documentation, customs clearance, delivery execution and related administration.

ROLE PURPOSE

• Coordinate on-site import and logistics activities from order reporting through customs clearance and final delivery. Maintain accurate shipment records, secure and validate documentation, facilitate timely system transactions, communicate with all stakeholders, and resolve operational, invoice and compliance queries.

KEY RESPONSIBILITIES

Order & shipment administration

• Download and maintain SAP order reports, including shipped-order information, invoice details, purchase orders and shipping data.
• Identify order, purchase-order or data discrepancies and escalate them promptly to the planner for correction.
• Maintain the central Excel shipment tracker and distribute accurate, current information to relevant stakeholders.
• Select and sequence orders by expected transshipment vessel, container and arrival plan; use carrier websites and the MSC tracker to monitor progress.
• Update Rapid with current shipment information and ensure records remain complete.

Documentation & customs clearance

• Liaise with suppliers, production sites and handover agents to obtain document packs, invoices and handover documentation.
• Review document packs for completeness and accuracy, then arrange them by vessel and container.
• Prepare DSV clearing instructions and upload document packs and instructions to Teams for authorised sign-off.
• Download signed documents and send complete clearance packs to DSV Durban or the relevant controller in advance.
• Monitor arrival notifications and coordinate customs clearance as soon as ANFs are received.
• Send cleared entries and supporting shipment details to relevant client teams, ICS or Isipingo before cargo arrival, as applicable.

Transport, delivery & airfreight coordination

• Coordinate all finished-goods, bulk, ad hoc and airfreight deliveries with suppliers, carriers, warehouses and receiving teams.
• Obtain transport quotations and arrange EX WORKS collections directly with suppliers.
• Coordinate delivery status and operational updates through agreed channels, including email and WhatsApp.
• Report container damage to the shipping line and escalate shipment damage or incidents to the client’s global team for incident creation.

Packaging orders

• Submit packaging requirements from the client logistics team/the client team to the the client order-creation team.
• Follow up with production sites and suppliers on packaging readiness and planned co-loading arrangements.
• Track packaging shipments and secure all documents required for customs clearance.

Bulk & designated product orders

• Capture new bulk orders and purchase orders communicated by the planner, including all order and shipping details in the Excel tracker.
• Maintain designated product SAP shipment reports and coordinate document packs, clearing instructions, sign-off and controller submission.
• Arrange XGR clearance for movements from ICS to the client, selecting stock from the spreadsheet on a FIFO basis.
• Send all required documents to ICS/Isipingo to enable stock movements and provide clearance entries to the relevant team.

SAP transactions & information control

• Prepare and upload all required finished-goods, bulk and designated product SAP transaction requests to the shared drive for timely action by the authorised the client representative.
• Check that supporting information is accurate, complete and available before requesting system action.
• Maintain orderly electronic records of shipment documents, signed instructions, entries and transaction requests.

Finance, compliance & operational support

• Prepare finance reports for the client relating to aged items and support internal price changes for the new financial year.
• Maintain the import permit library and communicate new items to Rapid and the warehouse.
• Monitor the the client DAFF account and statements and keep payment information current.
• Code and scan DSV invoices for the client and resolve invoice or statement queries with DSV and the client.
• Respond to ad hoc shipment, finance and operational queries and provide practical support to stakeholders.

CORE COMPETENCIES

• Strong import, customs-clearance and logistics coordination capability.
• High attention to detail when reviewing orders, invoices, permits and document packs.
• Effective stakeholder communication, follow-up and issue escalation.
• Ability to prioritise multiple shipments and work against vessel, clearance and delivery deadlines.
• Sound working knowledge of SAP, Excel, shared-document platforms and carrier tracking tools.
• Organised record-keeping, problem-solving and accountability for end-to-end follow-through.

PERFORMANCE OUTCOMES

• Shipment trackers and SAP-related requests are accurate, complete and updated on time.
• Clearance packs are complete, signed and submitted before vessel arrival wherever possible.
• Deliveries, airfreights and EX WORKS collections are coordinated without avoidable delay.
• Stakeholders receive timely shipment, clearance, incident and delivery communication.
• Invoices, statements, permits and aged-item queries are controlled and resolved promptly.