To ensure effective and efficient importing of Project Related Materials (Investment items) of the right quality and right quantity, delivered at the right time and at optimal cost in line with the Project Planning.
The Project Import Manager develops and implements Strategies that ensure a flawless importing and delivery of materials in line with the Project Planning.
The Project Import Manager works as a bridge with all stake holders involved in the project (Project team, Management, Finance, Clearing service provider, Supplier/Ibecor...) and is responsible to maintaining information , conduct regular reporting of the project import status.
Key responsibilities
1. Ensure availability of import project items at the right time, right quantity and safely
Contact point with Project team and Supplier/Ibecor related to import of project items
Ensure an uninterrupted cost effective clearing of all imported of project related materials (Spares, Plant and machineries) needed to support production and capacity expansions across the Breweries.
Monitor the status of imports from moment of request by the Internal Client (through Purchase Requisitions) until on-time delivery on site.
Develop and manage a way of working that ensures the timely availability of planned Project items, equipment, plant maintenance schedules and capacity expansion programs.
The Project Import Manager is responsible for continuous improvement of Systems and procedures adopted in the company import & export management process Procures materials at the right price, right quality and delivery schedule
Anticipates and detects problems that may interrupt delivery and proactively advises solutions and supply alternative
2. Pre-Import
Receive pre-import PFI and associated documents for order placement advise
Open tracking file for documents
Arrange appropriate insurance cover
Monitor to ensure Bank Order is opened.
Ensure timely transmission of documents to Supplier
Follow–up of shipment readiness for delivery to Ethiopia
Follow-up to ensure that shipping documents are timely dispatched to Ethiopia by the Supplier and with correct details.
Follow-up on the receipt of documents from Bank by Contract Clearing Agent
Facilitate duty free arrangement for project purchases
Receive simulated Duty for duty paid items and respond to duty approval request by Clearing Agent
Confirm the correctness of duty simulation done by Agent based on documents and
Recommend to Finance Department for Approval
Communicate duty approval to the Agent
Manage issues arising from duty payment process both internally and externally
With the Contract Clearing Agent, Banks or Customs
Follow-up to ensure that duty is timely paid
3. Clearing Process:
Monitor to ensure timely clearing and delivery of imported goods by Clearing Agent
And their transporters.
Support the Clearing Agent in resolving issues arising from imports.
Provide necessary information, documentations and actions necessary towards
Achieving speedy release of shipments in clearing
4. Delivery and Transportation:
Confirm readiness of Agent to effect delivery and secure delivery date.
Provide information on destination/delivery address of cleared items Inform the Breweries /Project team about delivery to be effected.
Alert the Breweries/Project team Location of delivery
Manage issues arising from delivery and receipt of cleared items with both the
Agents and the Receiving locations with respect to arrival of Trucks, delays in offloading, confirmation of Receipt, etc.
Ensure that the delivery made to Locations are promptly off-loaded and that trucks are released on time
Make sure the cargo has proper insurance cover until it reaches the final destination
Arrange insurance claims and make sure insurance compensation has been made on time and in full
5. Container Demurrage Avoidance/Reduction
Ensure that Containers are returned by the Agent and his transporters timely to shipping companies to avoid demurrages
Manage the issues with respect to the return of Containers to shipping companies
after goods delivery by Contract Clearing Agent
Respond to shipping companies in queries arising from container return process
6. Invoice Payment:
Follow-up to ensure Service provider invoice is presented timely for both
Settlement of bills and for extraction of Landed Cost information
Timely process service invoices presented by various service Agents and
Recommendation of same for payments
Resolve all issues regarding invoice payments timely and amicably.
Deal with all issues regarding Service Charge increase demand in line with existing Company procedures
Provide Finance/Project team with transparent cash flow requirements related to imports
7. Contracts/Agreements:
Ensure all services rendered are within conditions of existing Contracts
Manage all contractual aspects of import; clearing, discharge and storage activities
in full compliance with guidelines and procedures to ensure optimal delivery of
Service to the 3 Breweries or other company locations in Ethiopia
In coordination with the various internal departments – Project Team, Finance, Legal, support and advise the Business in ensuring service delivery in line with contractual obligations
Monitor to ensure that all Goods-flow operations are managed within the developed and agreed Key performance Indicators- (KPIs) with all Contract Clearing Agents
8. Landed Cost Monitoring
Extract all import & export related costs for orders and determine their Landed Costs
Ensure that all import & export costs are promptly communicated for budget purposes
9. Operational Reporting and Meeting
Prepare project import planning and communicate all stakeholders in regular base.
Participate on meeting with Project team , Clearing company and Ibecor
Make sure that weekly and monthly reports are communicated from the clearance company and Ibecor to Heineken Ethiopia
Evaluate the weekly and monthly reports and give feedback for correction or improvement , support the clearance company when necessary or escalate to higher level if intervention is needed
Build and maintain KPI reports to control the post clearance process and identify areas for improvement
Consolidate and weekly report clearance , transport and related payment information
10. General Operational Issue Handling
Provision of inputs into drafting and updating Project Import operating Guideline and procedures and other operational documentation for the business.
Monitoring and troubleshooting of day to day operational matters including solving problems through coordination with the relevant parties
Flagging of major operational modifications in process and operations within the maritime industry, eg. new regulations, tariffs, Custom Codes, fiscal policies.
Ensure the adequacy of daily, monthly and yearly internal and external statistics on
Imports & exports meant for control Management Reporting
11. Stakeholder Management
To establish and manage relationship with all stakeholders in Import & Export:
External Stakeholders
Main suppliers/Ibecor
Forwarders
Shipping Companies / Terminal Owners
Banks
Government Agencies – Customs, Health & Plant Quarantine, Ministry of Transport, Ministry of Trade
Job Requirement
Education
BA Degree in the fields of Purchasing & Logistics Management, Economics, Business Administration, Finance
Experience
5 – 8 year experience in Imports & Exports in a large company in Ethiopia
Field experience and knowledge of international trade practices, Custom Codes and Country Tariff System