Vacancies Available at DHL

Main Accountabilities

Communication & Diary Management

• Manage the Managing Director’s diary and schedule.
• Review, assess, route, answer and monitor follow up actions.
• Oversee the Managing Directors office, including incoming and outgoing post, telephone calls and other communication, identifying priorities and dealing directly with a wide range of matters
• Act as a liaison between departments to facilitate communication at SMT level and communicate with customers, suppliers, and staff competently.
• Gather and analyse information required for administrative reporting.
• Prepare correspondence and respond to staff and customers on behalf of the MD.
• Management of MD social media platforms, including Smart Connect and LinkedIn ensuring that relevant and impactful content is prepared and shared on the relevant platforms on a regular basis.
• Review and oversight of all business communications through SmartConnect and all mailer to ensure relevant and appropriate.
• Management, preparation, and distribution of all office of the MD communications to the business.
• Assist MD with managing and responding to all customer complaints and escalations to the MD office in collaboration and with support from the Senior Director Customer Service and Office of the CEO customer care teams.
• Overall coordination and management of content displayed on digital displays in the Country office (Baobab).

Event Management including Townhalls

• Plan and deliver MD office meetings and conferences, for e.g. annual tactical planning and team building events.
• Prepare the Managing Director’s external & internal presentations for conferences, kick-on, SMT meetings, Regional and Global business reviews (CBR and MBRs): storyboarding, designs, presentation supports.
• Prepare the Managing Director for the effective delivery of presentations.
• Schedule SMT meetings.
• Take minutes during the Managing Director’s meetings, compile, and disseminate to relevant stakeholders.
• Plan, coordinate and execute the quarterly Townhalls, including preparation and coordination of presentation, venues, catering, invitations and RSVPs as well management and co-ordination of any guest speakers.
• Book meeting rooms and ensure that they properly equipped.

Travel Management

• Organise travel and prepare complex travel itinerary.
• Arrange accommodation, flights and other related travel matters.
• Prepare travel packs, including flight itinerary, accommodation voucher, car hire voucher, visa, and forex as is necessary.

Office Management

• Manage all aspects of the office of the MD, including but not limited to equipment, furniture, meals, and refreshments for guests, etc.
• Oversight and management of general management cost centres.
• Assist MD with preparation, submission and approvals for all business-related expenses.

Record Keeping

• Develop and maintain Managing Directors office systems to maximise efficiency and effectiveness.
• Coordinate the storage and efficient retrieval of information relating to Managing Directors. confidential documents, issues of strategic importance to DHL and SMT.
• Oversee the maintenance and development of administrative systems for tracking and managing incoming mail and other correspondence and for filing.
• Maintain and update accurate records using the electronic diary, mail, and computer databases.

Purpose Partnerships

• Ensure adherence to the Group policy when executing deliverables.
• Review Purpose Partners and ensure they are aligned to the Company and Country goals and make recommendations for changes.
• Management and coordination of all the purpose partnerships for country.
• Meet with all partners on a quarterly basis to understand needs and plan required activities, for e.g. volunteering by staff.
• Oversight of all partnership FOC accounts.
• · Coordination of all activities and events planned with purpose partners.

Your Profile

• Grade 12
• Secretarial diploma or similar
• Minimum 3 years’ experience as an Executive Assistant to a Managing Director or CEO
• Experience within the Logisticsand/or courier industry would be advantageous
• At least 3 years’ experience in events coordination
• Advanced level ability in MSOffice products i.e. Outlook, Word, Excel and Power Point
• Exceptional communication skills in English – written and spoken
• Ability to work under pressure, have a high level of initiative, dedication to taking responsibility and ensuring quality are essential
• A self-starter who needs no supervision
• Strong administration skills
• Excellent organisational skills
• Exceptional attention to detail

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In this Senior HR Business Partner position

Enabling Business Growth

• Develop resourcing strategies to support existing business and potential new business
• Analyse trends across the business locations to manage resource forecasting and planning
• Understand local business context, issues and challenges to provide specific advice to Business Managers. Deliver HR solutions as appropriate to enhance commercial performance
• Use HR KPI’s & metrics to identify opportunities for improvement, followed through with a clear action plan for deliver
• Work in partnership with CoEs and HR Shared Service Centres providing appropriate input on business priorities enabling them to focus on output based on business needs
• Actively participate in new business development and build knowledge base of lessons learnt on HR issues from successful and unsuccessful initiatives
• Ensure all HR activities are supporting the Strategic Priorities                                                                                              

Driving HR Effectiveness

• Champion business change and continuous improvement, leading and embedding business change plans in line with country/regional targets and initiatives
• Ensure HR services, policies, processes and systems are aligned to business needs and are relevant and practical to implement
• Work in collaboration with HR colleagues to develop and improve policies and new ways of working that fit business and legal requirements  
•  Work closely with business leaders to create annual HR plans that combine the HR Tactics with local priorities                                                  
• Provide HR knowledge, industry insight and advice to support delivery of business projects
• Act as a role model for the HR function as a whole and drive and support standardisation of processes in HR

Attracting & Leveraging Talent

• Protect DHL’s position as a competitive and attractive employer (Monitor: monitor competitor activity and ensure our offerings do not deter needed talent)
• Facilitate identification and management of high performing / high potential individuals and ensure succession plan is in place for key positions
• Coach managers on the employee life cycle - Annual process such MTW, pay review, bonus, EOS and resource forecasting in addition to providing advice on issues such as pay & grading
• Investigate and develop a graduate program and lead this recruitment
• Lead & Manage Pre-boarding and onboarding for the business                                                                                              

Employee Engagement

• Work closely with business and CoEs to support development of a capable and engaged workforce
• Manage employee engagement initiatives to align interests of staff and BU keeping abreast of the results from employee opinion survey
• Participate fully in key people related change decisions, anticipating and effectively dealing with any people issues
• Manage all local HR employee communications                                                                 

Strengthening Leaders

• Advise, challenge, coach and support Business Managers in their role on people-related processes (e.g. performance management, personal and team development, career path implementation, resource planning and recruitment)                      
• Build strength, depth and diversity in leadership teams through HR initiatives

Finance and Projects

• Ensure HR costs are kept within annual budgets
• Find innovative ways to increase cost efficiency while maintaining / increasing productivity

Now, here’s what we need from you.

• Strong HR Business Partnering experience across various management levels
• Hands on experience in majority of core HR areas: C&B, Resourcing, L&D, Performance Management, Employee Engagement, Labour Relations, Change Management & Organization Design                    
• Proven ability to establish credibility and ability to influence at senior levels
• Broad understanding / experience with HR Information Systems
• Relevant geographical experience, with proven ability to manage within an international context 
• Strong Communication skills (both written and verbal)
• University Degree (Preferably Post Graduate Diploma / MBA)
• Minimum 5 years of Leadership and management experience in managing an entire function as well as employees through other managers

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In this AFR Import Controller position

• Provide front line contact with customer.
• Liaising with overseas stations and suppliers in order to arrange shipments.
• Monitoring and following up on shipments until delivery.
• Creates/confirms transport order to ensure delivery of the shipment to the final customer
• Performs booking and booking optimization according to internal guidelines as defined by Product
• Prepares, controls and distributes all required Import documents to counterparts (carrier, consignee, supplier, etc.) complying with regulations and internal procedures
• Ensuring the accurate tariffs application on all shipments billings.
• Managing the profitability of every shipment and raising any issues or incidents that would impact the profitability of the account.
• Performs IT systems related tasks to provide up to date information on shipment
• Attending to client queries as required.
• Making sure all operational KPI’s are met and maintained
• Monthly KPI reporting if required
• Handle customer complaints
• Develop and maintain customer relationships with existing customers.
• Manage the clients requirements outlined on client SOP and DHL GF Standard Work Manuals.
• Assist Airfreight Import Manager to meet department targets.
• Participates in joint Sales visits if necessary
• Identify and report new possible business opportunities.
• Maintain good relationships with colleagues in various operations.
• Coordinate/liaise/work with carrier contact on operational activities, issue resolution, process execution and performance improvements according to corporate policy.
• Maintains excellent relationships with suppliers
• Monitor shipments on a daily basis.
• Keeping record of the status of shipments.
• Raising CCM’s and OI’s where required.
• Capture and monitor system time stamps required for client status reports and KPI’s.
• Constantly demonstrating and living the values of DHL     

Now, here’s what we need from you.

• Extensive knowledge of Air Freight Logistics and Operations
• Global Logistics and Geographical knowledge
• Strong Communication skills (both written and verbal)
• Ability to identify and meet customer needs in a timely, pleasant and friendly manner
• Commercial attitude
• Good administration skills
• Results driven and attention to details
• Computer and Microsoft Office Literate
• Basic Financial Acumen (Revenue, Cost, Gross Profit, etc)
• Weekend Overtime if required
• Must have a Grade 12
• Preferable tertiary education including diploma an advantage.
• 5 years experiences directly related to the duties and responsibilities specified.

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In this Senior Entry Clerk position

• You will ensure that Customs clearance is done within the given time frames to avoid penalties and storage and demurrage. Consult the CDZ dashboard and/or Team leader.
• You will frame customs entry against documents received and ensure the correct CPC codes and Rebate codes are used.
• You will ensure all permits are in place where required before framing the entry.
• You will communicate and confirm information with external customers to ensure the correctness of clearances.
• You will communicate and confirm information with internal customers to ensure the correctness of information that is communicated to Customs.
• You will complete any other support tasks as may be requested by the supervisor or Manager, including filing, reconciling, or administrative tasks within the Customs section.
• You will ensure all administrative requirements of the Customs Operation are completed timely and accurately to the satisfaction of internal customers, i.e., resolve queries, ensure VOCs are done timely, etc.
• You will ensure all customs clearance documents are available for correct customs clearance. If not, log a request for missing documents on CW. This includes the accurate, completed, and signed clearing instruction.
• You will check if POA is in place to use a system-generated CI and send it to the customer to sign if no clearing instruction is available.
• You will quality check all documents received before a declaration is processed. All entries with an outlay exceeding R500,000 must be QLTY controlled. EC to trigger the file to QLTY for review and approval.
• You will register import ocean and air customs files in the system (service provider) as required, ensuring all jobs are ready for customs clearance and all files are written up.
• You will prepare all documents for customs clearance.
• You will allocate the percentage of duties to be paid.
• You will rectify incorrect take-on data.
• You will ensure that the Controllers/GSC have captured the information accurately to ensure compliance with the provision of the Customs Act.
• You will keep SARS documentation up to date.
• You will ensure that all documentation is properly kept to ensure they are available for future queries or when needed for audit purposes.
• You will finalize Customs queries within day 1.
• You will handle refunds and drawbacks.
• You will ensure that client’s queries are attended to timely, and that delay is kept at a minimum level at all times.
• You will ensure we apply the preferential rates according to the different trade agreements and that we have the necessary documents (Euro1/invoice declaration/SADC certificates).
• You will ensure that we have the required freight statements to enable correct FOB values.
• You will comply with the provision of the Customs Accreditation System.
• You will comply with the requirements of the quality management system.
• You will ensure all HS codes are as per the tariff library or as per the Clearing instruction/invoice. Also, ensure the tariff heading is correct.
• You will maintain a product library per client's portfolio of products.
• You will stay current on changes to customs regulations and procedures.
• You will prepare Voucher of Corrections as and when needed.
• You will provide Customs Tariff consulting internally and externally.
• You will assist clients with applications for VDN, tariff rulings, and determinations.

Now, here’s what we need from you.

• Full tariff knowledge classification.
• Tariff determination experience essential
• Value determination experience.
• Required entry experience: multi-mode – Air/Ocean/Road freight/Projects import and Full export entry experience.
• Full road freight export experience – operations and customs processing
• Provisional payment experience – full End to End function.
• Refund experience – full End to End function.
• Drawback experience
• Experience in Rebate and Bonded warehouse declarations
• Complicated customs declarations (all types of CPC codes)
• Full knowledge of customs and Excise Act – rules – schedules and guidelines.
• Country of origin - Trade agreement knowledge
• Microsoft Office applications
• Communication Written & Verbal
• Full understanding and working knowledge of the customs act.
• Cargo Wise and Compu-Clear experience required.
• Accuracy and attention to detail
• Proven ability to priorities responsibility and work under pressure
• 5 - 8 Years’ experience within the scope of Customs Clearing
• Experience in Air/Ocean and Road Import and Export declarations
• Matric
• Customs Clearance certificates (SDS 1 & 2) an advantage