Job Description

Main Activity Sub Activities PO Receiving Receive the PO & PI from Buyers Check the details mentioned on the PO such as Royalty, ETD Send PI Confirmation to Suppliers Update the excel shipment tracker File PO and PI including scanning PI Open Letter Main Activity Sub Activities PO Receiving Receive the PO & PI from Buyers Check the details mentioned on the PO such as Royalty, ETD Send PI Confirmation to Suppliers Update the excel shipment tracker File PO and PI including scanning PI Open Letter of Credit Send Letter of Credit (LC) Draft to supplier and take confirmation Update LC forms in LC Tracker in Sharepoint Forward LC Form for Authorization Shipment Nomination Obtain Territory-wise Shipment Volume Details from Supplier Identify the nominated Liner by comparing the rates and transit time of available liner options in the freight booklet Negotiate and Obtain the rates from multiple forwarders for EXW and air shipments Prepare Shipment Nomination Form and get approval Coordinate with Liners/Forwarders and Suppliers for Vessel Space Availability and Shipment Booking Troubleshoot the issues related to space availability, shipment rollover Shipment & Document Follow Up Follow up with suppliers for readiness of the goods and for booking confirmation Respond to supplier's queries and emails related to shipments Follow up & coordinate with Concept QC for quality & compliance requirements Coordinate with buying team for orders & shipment related matters Follow up for shipping documents - Copy & Original Ensure shipments are in line with season calendar, hit and season cut offs Identify the need of air shipments and action it SCP Packing List Approval ETD Approval Create Local Shipment Job in SCP Supporting Suppliers to overcome the system issues and errors Training and handholding new suppliers to use SCP Shipment Documentation Obtain copy of shipping documents from Suppliers Obtain Direct Shipping Advice (DSA) from territories for local deliveries Verify the accuracy of details entered in the shipping documents (eg: HS Code, Composition, Description, Shipment Terms, etc.) Verify shipment details entered in SCP Obtain revised copy of shipping documents from supplier if required Update excel Shipment Tracker with Shipment details Update shipment details and attach copy of shipping documents in DPTS (Document and Payment Tracking System) Prepare shipment expense sheet in ECTS ( Expense Calculation and Tracking System) Approve Expense Form in ECTS Supplier Payments Prepare the payment request form with all document Deduct shipment delay penalties, shortage claims, storage charges, advance deposits, etc. Submit Documents to Accounts Team for Payment Processing Update the shipment and payment tracker Address penalty reversal queries from suppliers, and process the reversal if necessary with required approvals Address Supplier queries on payment related mails Shipment Clearance Get original shipping documents from suppliers Track shipment ETA (Estimated Time of Arrival) and Update the excel shipment tracker Prepare IGD (Import Goods Declaration) and Submit Original Shipping Documents to Corporate Clearing Team for CDC Shipments Collect Delivery order from clearance team and send it along with RNA Documents to Ajman Customs Maintain track of Containers lying at Ajman Port & its clearance status Update the SCP with Bill of Entry Details Send Original BL (Bill of Lading) and COO (Certificate of Origin) to Territory Clearance Teams for Direct Shipment Keep track of Letter of Indemnity to ensure timely cancellation Keep track of Customs Deposit for timely refund Delay Approvals Prepare the DAF (delay approval forms) with all the required details Coordination with buying team for DAF related matters Obtain approvals as per Delegation of Authority (DOA) Update DAF details in Shipment Tracker Status Reports Shipment Delay reports Shipment Delay Penalty reports Shipment Inflow Reports (Planned Vs Actual) Pending Orders beyond Shipment Cutoffs for Hit/Season Logistics Report- Quarterly & Annually Adhoc Reports Shortage/Excess/Damage (SED) Claim Download SED report from BI Publisher Add additional required fields from the shipment tracker Analyse shortage and excess, and send shortage claim to suppliers as per SOP Address supplier's queries and provide supporting information Follow up and recover shortage claims Update the SED Tracker and Publish SED Claim & Recovery Status Reports Brand Authorization Letters Maintain records of availability and validity of Brand Authorization Letter Follow up with suppliers/brand owners for issuance and renewal of brand authorization letter