Purpose Statement

The applicant is required to follow-up the status of the LC, foreign exchange approvals, and liaise with the suppliers for receiving shipment documents on-time while ensuring it is in line with our standard. In addition to this, he/she should give support to the procurement team in the areas of preparing payments to the suppliers, freight rate report, and collecting documents from suppliers.

Duties and Responsibilities

• Forex application to the bank and  closely follow up the approval from the bank and open Letter of credit.
• Follow up the LC status closely to ensure no expiration.
• Book a container for the cargo and follow up with the Ethiopian shipping line for the booking confirmation.
• Advise to the supplier the shipment confirmation and contact the ESL agent in the country of origin  of the cargo.
• Inform the supplier the LC period to expediate the shipment, the swift code and bank details.
• Tracking the status of the documents through DHL tracking page and ensure the arrival of the documents. Collect the documents from the third party for filing and calculating the landed cost to create purchase order (PO) into the system.
• Obtain vessel transit time from port of loading to port of discharge and advise to the planner and procurement specialists for updating the inventory policy and the annual procurement plan.
• Prepare sea freight report weekly to the procurement team to decide where to be sourced.
• Communicate with the customs  for the documents required to clear the cargo on-time. Reconcile with the custom authority office in the case of difference between the commercial invoice and the custom value.
• Preparing payment sheet for on-time payment to the suppliers. Follow up with the bank for the LC payment on-time.
• Prepare all letters to government offices and following up their status closely.

Basic Qualification Required

A Minimum of BA Degree in Logistics and Supply Chain Management, Purchasing and Supply Chain Management, Transport Management, Business Management, Accounting or any other related filed of study with a minimum of four (4) years relevant experience as documentation officer or equivalent capacity preferably in FMCG.

Competencies

• Microsoft application (word, excel, PPT) working skill
• ERP knowledge (SAP) preferable
• Proficient communication skill
• Time management skill
• Strong planning and organizing ability
• Ability to work under fast paced environment
• Ability to prepare letters in English and Amharic
• Experience in file organizing and management