Import Logistics Executive (Operations) at Ascentech Services Limited

Duties

• Receive and process import/shipment files with a check-list upon receiving Proforma Invoices from units, HOD, and internal/external clients. Ensure that all documents are filed in ascending order as events unfold.
• Expedite the submission of Form M, L/C application, Marine Insurance, and other relevant supporting documents to the bank within 3 days of receiving the Proforma Invoice.
• Liaise with banks to ensure swift approval of Form M (within 1 working day), as well as prompt establishment of LCs (within 3-5 days of Form M acceptance). Whenever necessary, promptly email suppliers copies of approved Forms M and established L/Cs.
• Arrange for payment of Marine Insurance from the respective units once the Letter of Credit is established or Bills for Collection Form M is accepted by Customs. Maintain records of payment in the Marine Insurance file and reconcile insurance certificates monthly, ensuring any pending payments or refunds are addressed.
• Keep internal and external clients informed about the weekly Import position and provide daily updates as the file progresses through the import and clearing stages.
• Establish communication with suppliers to obtain shipping documents within the first week of shipment. Address any required corrections on draft shipping documents promptly, well before vessel arrival.
• Regularly track shipments online (at least three times a week) to update the import position and plan other logistics activities one week prior to vessel arrival, including import duty, shipping, terminal, clearing, and transport arrangements.
• Submit shipping documents to the bank within 2 days of receipt from the supplier to facilitate PAAR issuance.
• Collaborate with the relevant bank and Customs authorities to secure PAAR issuance within 2-3 days of submitting shipping documents.
• Work with banks to apply for unutilized foreign exchange refunds immediately after L/C negotiation, final shipment, or payment to the supplier (applicable for Naira funded L/Cs if applied prior to shipment).
• Prepare comprehensive clearing estimates for both Primlaks and external clients at least one week before vessel arrival. Collect payments in PNL/Zenith/UBA Bank or arrange for direct payments related to shipping, terminal, transport, escort, etc.
• Follow up with shipping companies to obtain rotation numbers, ensuring the customs assessment notice is received from the approved DTI 5-7 days before vessel arrival.
• Request clearing documents from clients to facilitate prompt delivery of their goods to the final destination.
• Arrange for timely import duty payment from banks or clients and clearing charges for our clearing staff, at least 3 days prior to vessel arrival once vessel rotation number/manifest registration/allocation is known.
• Engage the services of various insurance surveyors at agreed rates to monitor our shipments and those of external clients (where applicable) upon arrival/discharge of goods. In case of any damage, the insurance surveyors must serve protest letters to protect our interests. They should also monitor the offloading of cargoes in clients' facilities (where applicable) at agreed charges.
• Provide weekly import updates and internal daily updates on shipment and delivery progress.
• Regularly inform clients of loading updates as the shipments are loaded from the port.
• Coordinate with clearing staff, transporters, shipping lines, and terminal operators to ensure prompt Customs clearance and delivery commencement within 1-3 days after duty payment. Empty containers should be returned within 5-7 days after off-loading from the factory/coldroom/clients' facilities.
• Immediately upon goods being cleared from the port, follow up with the Clearing Manager/clearing staff to obtain and return shipping invoices & receipts, terminal debit notes & receipts, NAFDAC/SON receipts, clearing bills, exchange control documents, within 3 days of the last container/goods delivered from the port/ICD.
• Transfer the entire import/shipment file to the Refund desk for applying container deposit and terminal storage refund.
• Hand over the closed file to the Accounts Department for final clearing invoicing preparation.
• Chase the Transporter for the return of container cards within 5-7 days of taking the last delivery.
• Stay updated on various prevailing transport rates and inform your Supervisor accordingly.
• Assist your Supervisor, HOD, and colleagues in their daily tasks during their absence or when required.
• Serve as the account officer responsible for specific internal/external clientele and handle all their clearing activities from start to finish.
• Ensure that final clearing invoices are issued by the Accounts section and sent to internal/external clients. Email evidence of clearing invoice submission and acknowledgment to clients, and promptly follow up for any balance payment due.

Requirements

• Have  2-3 years of relevant experience in the field of Import Logistics.
• Fall within the age range of 25-30 years.
• We welcome applications from both male and female candidates.
• Demonstrate the ability to thrive under pressure, handling demanding situations with composure and efficiency.
• Possess excellent email writing skills and proficiency in MS Office, including Excel, Word, and Outlook. Proficiency in creating MS Excel Pivot tables is a must, as you will be responsible for generating reports from available data.
• Be equipped to work remotely through his/her smart phone, ensuring the job responsibilities are attended to round the clock without compromising on quality.
• Be a good team player & possess good communication skills
• Speak good English language

Remuneration

• N150,000 Monthly.

Benefits:

• Good incentives and bonuses if candidate performs well.
• Our client value excellence and hard work. To recognize exceptional performance, incentives may be considered for those who consistently achieve outstanding results, such as completing clearances on time and achieving cost savings for the company and our clients.
• The Import Logistics Department plays a crucial role in our operations, and we are committed to fostering a positive and supportive work environment to any candidate that shall join our company