Shipping Administrator - AVI Limited

A love for the sea and a passion for fishing are the driving forces behind I&J, a leading fishing company and manufacturer of high-quality chilled and frozen foods. Almost 110 years old, I&J is a trusted name in seafood, operating a modern and efficient trawler fleet, and continually investing in the training and development of experienced fishing crews, committed to fishing responsibly, with a long-term vision. 

I&J has achieved and maintained accreditation from the Marine Stewardship Council (MSC) since 2004. I&J is a globally respected supplier of high quality, chilled and frozen Cape Hake and a leading producer of farmed Cape Abalone. It is also one of AVI’s great South African brands. I&J is proudly South African and invests in, and empowers, the communities in which it operates.

An exciting opportunity has arisen for a Shipping Administrator for a 6-month fixed-term contract at I&J, Woodstock, Cape Town. The successful incumbents will have been exposed to International Trade Processes and Procedures. This challenging role will require amongst other responsibilities that the successful incumbents generate correct SARS Customs declarations and issue all documentation relevant to I&J’s exports.

Line Manager: Export Team Leader

Job Specification:

Key Performance Areas:

• Calculate net, gross weights and cubic measurements of confirmed orders
• Updating SAP export orders upon confirmed loading of containers at the Coldstore
• Accurately prepare and submit Customer Entries (SAD500) and VOC’S via Export System (Exportdocs)
• Prepare Cargo Dues documents for submission to NPA
• Prepare and arrange attestation of Eur1 & Certificate of Origin
• Ensure correct invoicing from service providers by reconciling all invoices
• Approve and submit service providers' invoices to the finance department for payment
• Attending to queries and complaints
• Creating of SAP Shipment & Shipment costs for all services rendered costs
• Create and update SAP Purchase Orders & Good Receipts
• Send ‘Loading summaries’ to internal & external customers & billing documents via e-mail and SAP
• Create & submit provisional & final Shipping instructions to Shipping lines
• Submitting on-time Shipping instructions [web-based, Shipping line & MS Word & Excel]
• Apply for telex release where applicable
• Create and apply for NRCS EU Traces or Manual health certificates, SGS inspection & weight certificates, State Vet Animal & Public health
• Attend to Customs queries
• Where payment of freight is required prior to the release of Bill of lading > obtain proof of payment from Finance Shared Services
• Provide Shipping lines with Customs documents & NPA documents for the release of the Bill of lading
• Complete Manual in house documents
• Manual document creation of commercial invoices, packing lists, declarations, manufacturing declarations etc.
• Accurately create an Electronic European Community Catch Certificate under the IUU Regulations
• Creating of Kosher certificate for shipments to Israel
• Arrange SGS GIS Inspections and certification for all Kenya shipments
• Creation of 10+2 Importer Security Filing (ISF) document for all USA shipments
• Create/update QR Code document to the client in Germany
• Creation and submitting certificates to Dept. of Agriculture for Fishmeal Shipments
• Save scanned shipment documents on the Share drive
• Process documents for LCL (Less container load) > canned abalone
• Process documents for airfreight consignments > Commercial Invoice, Packing lists, NRCS Health certificates, Certificate of origin & Catch certificate
• Letter of credit shipments: All documents to comply with requirements detailed in Letter of credit
• Filing: Complete a checklist of all shipment documentation & collate into file

Minimum Requirements:

Experience:

• 2 years experience in Processing Export Documentation
• Experience with the exportation of fish is highly advantageous
• Experience working with exchange rates and foreign currencies

Qualifications:

• Grade 12
• Qualification in Shipping; Export or Logistics Management

Additional Requirements:

• Thorough knowledge of customs & excise documentation
• Knowledge of customs & excise regulations
• Thorough knowledge of harmonized customs tariff classifications
• Thorough knowledge of Incoterms
• Knowledge of EDI to customs (export docs)
• Working knowledge of financial instruments [Letters of credit, Bank drafts & Export bills for collection]
• Knowledge of the export processes to the EU, Middle East, Far East, AU & Africa
• Working knowledge of SAP
• Proficient in SAP SD and MS Office
• Computer literacy and advanced working knowledge of excel

Competencies:

• Meeting Deadlines
• Attention to Detail
• Minimising Risk
• Planning and Organising
• Keeping Commitments
• Building Relationships
• Recovering from Setbacks
• Articulating Information