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.