Expediting Co-ordinator

To expedite and coordinate the flow of materials and products from suppliers to final destinations at the required date and time. To maintain regular contact with Suppliers, Shipping Lines, Customs Brokers and other external agencies to ensure deliveries are made within requirements.

Key Responsibilities:

Purchase Order Conversion:

• Review, verify and coordinate all required Foreign Purchase Requests supporting document and information prior to conversion, seek consultation with supervisor as required prior to conversion.
• Convert foreign purchase requests to orders in the EPR system include clear order guidelines and create purchase order files.
• Communicate Foreign Purchase Order to the supplier and coordinate order acknowledgment between supplier and requisitioning personnel.
• Initiate Cash in Advance (CIA) payment request, submit CIA document to Finance and maintain records in order file.
• Expense orders - verify supporting documents submitted and convert order in system within same day of request.

Tracking:

• Track all open foreign and export orders weekly or as required by urgency and update with current order status using the online system until delivered.
• Coordinate shipping details (packaging and crating) to determine shipping for the order.
• Acquire proof of delivery and final invoice from the supplier.
• Update all relevant parties with shipment status and changes.

Shipping:

1) Imports:

• Sourcing freight options for orders at placement.
• Confirm delivery date and shipping mode upon readiness to ship.
• Coordinate inland and import shipping as required.
• Submit verified vendor invoices to forwarders (and validating same upon receipt of shipping documents).
• Coordinate pre-approved import shipping documents from suppliers.
• Communicate with external stakeholders to obtain associated preclearance invoices/charges and submit to finance for processing.
• Submit weekly shipping, clearance, and logistics invoices associated with completed expediting transactions to Finance.
• Enter shipment with relating documents in shipping log.

2) Exports:

• Sourcing freight options for orders as required.
• Coordinate, validate and finalize all required shipping requirements and documentation from the requesting department and communicate to relevant stakeholders following approval and consultation with supervisor. 
• Coordinate all movement of goods to be exported from TOSL/port of departure to destination as required.
• Track delivery and coordinate shipping documents to consignee.

Receiving:

• Prepare delivery pre-alerts and notify relevant personnel of shipments received/delivered orders/packages via email.
• Submit check-out documents to the receiving warehouse before cargo arrival and validate material receiving report.
• Communicate material receiving report to requesting department and file accordingly.
• Calculate the landed cost for orders/packages received and notify the relevant department.
• Generate ERP receiving for incoming goods/services.
• Prepare local purchase orders to allocate shipping and clearance cost where applicable.
• Receipt expense orders and submit required document to Finance.

Variance Management:

• Initiate communication with required parties in consultation with supervisor upon variation at any phase in the process.

Record Keeping & File Management:

• Create and maintain a manual foreign purchase order file throughout the fulfilment cycle ensuring that all documentation relevant to the order is filed prior to movement.
• Electronically file all required support documents in relevant folders.
• Package Management: verify, record, and issue all incoming non-order packages received at TOSL and maintain file.
• Update database with the status of Foreign Order.
• Coordinate Petty Cash payment.
• Perform any other duties/ related work assigned.

Qualifications:

• First degree in Business Administration, Management or any other related field. 
• CIPS- International Advanced Certificate in Purchasing & Supply Management.
• Five (5) CXC/ O’Levels including Mathematics and English Language.
• Experience can be considered in lieu of qualifications.

Experience:

• Three (3) years’ Logistics experience.