Job Description

Department

• Supply Chain: Planning

Type of Employment

• Permanent

Job Purpose
Manage and monitor import logistics, which includes customs clearance, economic freight/transport, registrations and payments to ensure timely delivery of goods and compliance with regulatory, customs, foreign trade and other government laws & regulations. Manage and coordinate all local/International 3rd party and Cipla Own Manufacturing (Cipla India and QCIL) upliftmentxe2x80x99s and shipments. Manage and monitor registration and documentation of import assignments and container & freight documentation and supplier payments to ensure accuracy in paperwork as per regulatory compliance standards and timely delivery of goods. Ensure monthly KPI reporting is tracked, completed on the team scorecard.
Key Accountabilities




Accountability Cluster

Major Activities / Tasks

• Manage and monitor all activities related to shipment/transportation of goods to ensure timely delivery and complete compliance to set standards.

• Manage shipments and ensure the accurate quantity of goods on invoice vs transport documentation.
• Monitor and manage the movement of inventory from both local and international suppliers.
• Work closely with the India Logistics Team, Planning Team, Finance Team, BD Team, PMO Team and CDG Warehouse Team.
• Monitor and share shipping documents to relevant parties within the supply chain, keeping parties informed of the estimated time of arrival.
• Monitor shipping details and pending shipments and update files accordingly.
• Follow up to see if vessels have been discharged.
• Monitor the status of incoming international supplies and prepare and submit supporting documentation for clearance.
• Liaise with suppliers on discrepancies.
• Assist in the resolution of SARS queries by submitting supporting documentation on EDI and liaison regularly with direct manager, Cipla distribution centre and Cipla India for coordination and representation.

• Supervise and obtain necessary documents and clearances to ensure the availability of Licences for timely movement of consignment.

• Request permission documents/permits for the import of special medication as needed.

• Submit full shipment documentation to Finance for payment of supplier as needed.
• Support all Section 21 Shipments
• Support all Bonded Warehouse Shipments

• Management of all international Sea and Air shipments

• Liaise between Logistics Service Provider and suppliers.
• Arrange for the upliftment of shipments (EXW) (or any other related Inco Terms where needed)
• Follow up on Shipping documents.
• Follow up of ETAxe2x80x99s
• Advise responsible parties of ETAxe2x80x99s
• Complete and update all activities and data capturing on SharePoint ETA Tracker.

• Monitor & review if compliance w.r.t. import shipments to avoid delay/ confiscation of the consignment

• Manage any commercial / business risk caused due to non-compliance of all documents about the consignment.
• Assist Logistics Service Provider with all related documents to obtain smooth delivery of all imported consignments.
• Ensure compliance with customs, import/export laws, and other relevant regulations.

• Manage cross-functional interactions with other business teams and ensure the logistics team ensures compliance, best practices and due diligence

• Prepare costings for each shipment
• All Shipments from Non-Cipla India Supplied vendors are to obtain 3 x quotes and approval to be obtained from Finance: Head Of Procurement.
• Where there is a contracted Clearing and Forwarding agent to Cipla xe2x80x93 Manage the relationship, workings and execute logistics requirements in relation to the contractually to the agent
• Monitor and manage compliance with the import logistics team.
• Provide accurate information to the Supply Chain, CDG Team and Financial departments regarding the total cost of goods, (I.e. freight, clearing, duty, Customs, Vat etc.) per line item per delivery

• Manage registration and documentation of assignments and supplier bills and invoices to ensure accurate and timely payment.

• Opening of new folders - Folder with AWB or Bill of Lading with invoices, packing list, clearing instruction etc.
• Ensure accurate and complete documents received from suppliers - checking that invoices corresponds with details on AWB or Bill of Lading
• Ensure that files complete with relevant documents are handed to Logistics Service Provider for clearing.
• Scanning of documents with correct Tariff Headings, Registration Certificates, MBR20.8 to Logistics Service Provider

• Monitor air and sea shipments to ensure goods are received on time and as per schedule.

• Obtaining accurate arrival notices from shipping lines
• Confirm flight details for Airfreight - Verify online or by telephone that flight details given are accurately
• Follow up on completion and unpacking of vessels/containers - Phone clearing agent/shipping liner/airline handling agents/unpacking depots to confirm consignments arrived
• Updating Imports Register - Capture data of shipments with all consignment details (product, value, ETA, invoice details, file ref, etc.)
• Ensure/Control Delivery notes to CDG - Ongoing as air shipments are sent regularly
• Sending of accurate Goods Received to top management - Notice to management for every consignment cleared with product
• Check that notices received from Cipla is correct and notify all parties of correct ETA - Ongoing as documents are sent regularly
• Landed cost valuation prepared for each shipment imported.
• Monthly reporting on landed cost variances.
• Monthly Reporting on key KPIs
• Work closely with the Finance team to manage budgets, track expenses, and optimize logistics costs.
• Stay up-to-date with local and international regulations governing imports and exports.

• Manage and monitor 3rd party invoices and filing systems to ensure timely payment.

• Collecting and uploading invoices for Medpro on CIMMRA for payment of services agreements - on going as Logistics Service Provider as per payment agreement.

• Provide support and assistance to the planning team

• Attendance to the Daily team meeting and provide qualitative feedback on all shipment statuses, delays or early arrivals.
• Seek clarity from demand/supply planner with regards to outstanding information from suppliers, and also seek information to obtain any stock requirements to be sent via AIR should there be and out of stock risk
• Ensure the annual December/January shut down period is planned and communicated to ensure timeous delivery into CDG to avoid demurrage costs when shipments arrive during the closed period. Liaise with direct manager and Head of CDG, CDG Warehouse Manager and demand/supply planners.
• Gain insights and provide support to demand/supply planners to obtain ETA, quantity, batch, expiry date, etc. information from suppliers
• Support with regards to SAP requirements where needed. Maintaining PO ETA dates and quantity updates. Maintaining and updating of Master Data

• Manage Logistics Service Provider

• Collaboration and continuous relationship building of Logistics Service Provider
• Driving resolutions
• Attend, support and lead Logistics Service Provider Monthly KPI Review xe2x80x93 obtain reports
• Attend, support and lead Logistics Service Provider Quarterly Review xe2x80x93 obtain reports Manage both CEVA and DSV as Logistics Service providers

• Internal and External Audit

• Support the business with all Audit requirements, documentation, information relating to the audit (internal or external)

• Continuous Improvement and Digital Capability Building

• Drive for continuous improvements of working, automation of reports and maintaining reports on BI Platform(s).
• Developing and maintaining SharePoint ETA and Ready Stock Tracker
• Developing and maintaining SharePoint 3rd Party Supplier contracts
• Identify opportunities for process improvement and cost savings within the logistics function.
• Evaluate appropriate carriers and transportation modes based on cost, efficiency, and reliability and provide recommendations to Finance and Procurement Team.

• Engage with the Project Management Office (PMO) to align logistics efforts with broader company initiatives and projects.

• Provide input and support for cross-functional projects related to logistics

• SARS Customs Requirements

• Attend and complete any SARS (South African Revenue Services) Customs workshops/training and/or assessments.
• Completing SARS Customs Competency Assessments

Skills & Knowledge




Educational qualifications:

• Graduate with Relevant BCom Degree in Logistics/Supply Chain Management

Relevant experience:

• Minimum 5+ years of experience in a similar role will be preferable.

• Coordination skills, data management skills, communication skills.

• Knowledge and experience of Imports Logistics, Export Logistics and regulations associated thereto.

Job Location

• Bellville

EE Requirement

• Cipla is an Employment Equity employer, and this position will be filled based on our Employment Equity Plan.