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.