Accountability – Freight and Logistics Procedures

• Develop and implement Standard Operating Procedures (SOPs) for all local and cross-border freight processes within the GEA Africa region.
• Create and maintain an "Africa Workbook," which includes freight and forwarding guidelines for each country in the region, along with a standard cost framework for typical shipments.
• Maintain and implement standard HS codes for accurate classification of goods.
• Serve as the accredited company representative for customs compliance.
• Communicate and disseminate updates on legislation that may impact logistics operations.
• Manage requests for quotes (RFQs) and forwarding instructions, ensuring timely communication with relevant parties.
• Address and resolve logistical issues and complaints as they arise.
• Provide after-hours support for urgent shipment issues.

Supplier Management

• Oversee supplier management for preferred freight and logistics partners, maintaining an up-to-date supplier list, including:
  • Inbound & Outbound Freight Forwarders: Sea & Air
  • International and Local Couriers
  • Local Road Freight Services
• Coordinate actions and communication with preferred vendors, focusing on:
  • Rate reviews and RFQ processes
  • Service Level Agreement (SLA) evaluations
  • Payment queries and dispute resolution
  • Monitoring service quality and addressing complaints

Document Control

• Ensure accountability for all import and export documentation, including necessary licenses (import permits, temporary imports/exports) and Certificate of Compliance (COC) documentation.
• Manage the preparation and filing of all export documents, ensuring accuracy in invoice details and freight documentation.
• Maintain records of 0% rated VAT invoices (SAD500 and EDI documentation) as required.
• Oversee the costing and processing of freight invoices, ensuring all required documentation is provided by suppliers for timely payment.
• Liaise with clients and their clearing agents to facilitate a smooth cross-border process.

Cost Control

• Implement freight consolidation for shipments unless otherwise specified, leveraging RFQ quotes for cost efficiency.
• Select appropriate modes of transport and communicate framework guidelines clearly.
• Conduct cost analysis of freight expenditures, addressing any exceptional costs.
• Collaborate on ensuring proper freight allocation to Overheads, Project, or Balance Sheet accounts.
• Review and verify freight invoices to ensure alignment with globally agreed rates and quotes received.
• Confirm applicable duties are correct and manage their payment.
• Enhance and manage the RFQ tool for non-standard route shipments not covered by the global tender.
• Negotiate prices when necessary, escalating and seeking approval for quotations that deviate from the least expensive options.

Training & Development

• Develop and communicate terms of sale with associated risks for each country.
• Create SOPs for cross-border shipping and imports, facilitating structured communication through bulletins as necessary.
• Conduct bi-annual training sessions for all GEA Africa stakeholders to ensure compliance with freight and forwarding regulations.
• Organize refresher sessions on the RFQ process for stakeholders and suppliers.
• Provide a standard cost guide for shipments to support informed decision-making.

Additional Responsibilities:

• Performance Metrics: Develop key performance indicators (KPIs) to measure the efficiency and effectiveness of logistics processes.
• Risk Management: Identify potential risks within logistics operations and develop mitigation strategies.
• Technology Utilization: Leverage logistics management software and tools to enhance tracking, reporting, and process efficiency.
• Sustainability Initiatives: Contribute to the development of sustainable logistics practices, including reducing carbon footprint and promoting eco-friendly shipping options.

Additional tertiary qualifications or certifications in Logistics are highly desirable and with at least 5 years related job experience.

• Strong ability to lead and motivate team
• 5 years' experience in Forwarding & Clearing
• Sound and specialist knowledge of clearing procedures
• 2 years' experience in a Supervisory function
• Proficiency in Microsoft office programs
• Excellent verbal and written communication skills
• Work independently and handle multiple projects