Import & Documentation Executive (Supply Chain / Commercial)

Import & Documentation Executive (Supply Chain / Commercial)

Department

Supply Chain / Logistics

Reporting To

Supply Chain Manager / Logistics Manager

Job Purpose

To manage and control all import, logistics, and commercial documentation processes to ensure timely customs clearance, regulatory compliance, and smooth end-to-end supply chain operations for the consumer goods distribution business.

Key Responsibilities

1) Import & Customs Documentation

• Prepare, review, and submit all import documentation for shipments.
• Coordinate with freight forwarders, shipping lines, and customs clearance agents.
• Ensure compliance with South Africa import and Export regulations and documentation requirements.
• Track shipments from origin to warehouse and provide status updates.
• Handle duty, customs, and clearance documentation.
• Make sure all related expenses/charges are within reasonable range and most competitive.

Key Documents Managed

• Bill of Lading / Airway Bill
• Commercial Invoice
• Packing List
• Certificate of Origin
• Delivery Orders
• Import permits and customs declarations

2) Supply Chain Documentation & Coordination

• Maintain shipment and logistics records in Midea systems.
• Coordinate with procurement, warehouse, and finance teams for shipment readiness.
• Track shipment schedules and update delivery timelines.
• Ensure correct documentation for warehouse receiving and inventory posting.
• Support inventory planning by providing inbound shipment visibility.

3) Commercial Documentation

• Prepare and verify sales and distribution documents.
• Coordinate documentation for distributors, retailers, and export customers if required.
• Ensure accuracy of pricing, HS codes, product descriptions, and quantities.
• Support trade compliance and regulatory documentation requirements.

Commercial Documents

• Sales invoices and delivery notes
• Credit notes and debit notes
• Proforma invoices
• LC (Letter of Credit) documentation when applicable
• Shipping and export documentation (if applicable)

4) Compliance & Regulatory Requirements

• Ensure compliance with local authorities and regulatory bodies.
• Maintain documentation archive for audits and inspections.
• Ensure proper document retention as per company policy.
• Stay updated on import/export regulations and documentation changes.

5) Process Improvement & Reporting

• Maintain documentation trackers and shipment dashboards.
• Identify delays and documentation gaps and propose improvements.
• Support KPI reporting related to shipment timelines and clearance lead times.

Key Skills & Competencies

• Strong knowledge of import/export and logistics documentation
• Familiarity with South Africa customs procedures and trade regulations
• High attention to detail and accuracy
• Strong coordination and communication skills
• Ability to manage multiple shipments and deadlines
• Proficiency in ERP systems and Microsoft Excel

Qualifications & Experience

• Bachelor’s degree in supply chain, Logistics, Business, or related field
• 2–5 years of experience in import/logistics/documentation in consumer goods, trading, or distribution companies
• Experience working with freight forwarders and customs agents preferred

Get to know more: https://www.midea-group.com/