Import Export Specialist

Responsibilities 

• Ensure all import/export activity is
  aligned to the global Project Management of Clinical Trials and Oximio
  strategy.
  
• Ensure that all projects are not
  impacted by import/export requirements and are delivered within scope and
  budget and ensure compliance is aligned within to the OXIMIO Group Quality
  policy and standards and local legal import/export requirements.  During processing the import /export
  request (standard and non-standard) – treat the case with care and the
  requesting side with respect and sympathy. Expectations to communication
  with the team and client: full and comprehensive answer and high level
  professional expertise with available options and proactive description of
  outcome of suggested options. In case any additional information is
  required from the client: this shall be request with full description of
  the purpose.
  
• Perform  tracking of legislation and regulations
  of Customs formalities in a country
  
• Maintain the relationships with
  vendors (import/export) and make sure that collaboration is solid and
  communication with partners is regular.
  

·        To look for and actively progress
opportunities for increasing the efficiency and effectiveness of the logistics
of medical products and devices. Responsibility for

·        all aspects of customs, duty, import and
export for all clinical trials globally, including retention of necessary
documents on Sharepoint.

·        First point of contact for advice on
import/export activity for the OXIMIO Group.

·        Responsibility for import/export
requirements for the intercompany orders.

·        Ensure that all import, export and
dispatch processes are documented and reviewed regularly and in time. WIMS and
manual tracking tables are updated in time and aligned with Project controllers
to ensure accurate invoicing process.

·        Receive required licensing/import
documents, file within Sharepoint and distribute to correct parties. With
application to any regulatory authority in a country remains accountable for
representing company values as well as the most accurate and truthful
information.

·        To manage
cold chain during import (transit and storage at customs are included)  and ensure that any packaging legislation is
adhered to and information on packaging use is available upon request, right storage conditions are agreed for
storage at Customs point and during transit, responsibilities on Incoterms and
packaging are agreed.

• Be aware of all legislation
  affecting imports and exports, ensuring full compliance with requirements.
  Escalate internally and externally any changes that may impact on the
  process or the product during import or export to the country.
  
• Ensure that all information is
  accurately recorded and kept up to date.
  
• Support the Global Project Director
  in investigation into non-compliance or incidents within the Clinical
  Trials and carryout correction action where required.
  
• Preparation and evaluation of the
  documentation set required for Customs clearance
  
• Negotiation with brokers Customs
  procedure, timelines, documents for each shipment,  make sure that  shipping documents are approved by the
  broker before providing green light to the sender.
  
• Calculate customs fee and creating
  payment requests in SMOIS 
  
• Provide   green light to ship to the  sender/courier
  
• Updating WIMS with information about
  Cargo clearance date, taxes – all about import
  
• Verification of each Project
  Instruction and Project Budget (where needed and requested by PM)  where Import and export involved and
  confirming operational readiness to execute, provide guidelines to PM,
  client and to the Depot about agreed schemes of supplies.
  
• Accurate and on-time expertise on RA
  requirements for project-related queries.
  

In a country where OXIMIO or PM is not
represented:

• Import Permits application (if
  applicable)
  
• Analysis of the documents
  
• Submission of the documents to
  Authorities
  
• Customs clearance
  
• Providing documents, green-light to
  ship
  
• Up-to-date reporting to PM about
  progress
  
• Ensure the business represents the
  best possible image to clients and suppliers by ensuring they truly
  reflect the OXIMIO values and that all client transactions and queries are
  handled swiftly, efficiently and with care.
  
• Ensure compliance with relevant
  local regulations with regards to the supply of medical products and
  devices by ensuring the correct documentation is available.
  
• Actively encourage good working
  relationships and communications with the Project Managers providing
  clarity on import/export matters through timely reporting regarding
  progress.
  

Requirements

Qualification and Experience 

Qualification 

Expert in Import/export procedures and foreign
trade standards, Incoterms, brokerage Certificate

Experience 

• Relevant, demonstrable experience in
  a similar role
  
• Knowledge and experience in global,
  multi-site, multi-cultural organization
  
• National and international import
  and export regulation awareness
  

Skills, Knowledge, and Special Qualities 

·         Good
knowledge of Microsoft Excel and Word applications

• Exceptionally organized and able
  schedule and drive work across multiple projects
  
• Knowledge of international standards
  in import/export procedures: SADC Guidelines, Incoterms, principles and
  requirements in international trade, transportation and government import
  and export documentation and local custom codes.
  
• Good influencing and negotiations
  skills
  
• Strong numeracy and cost management
  skills
  
• Has self–awareness and cares about
  the impact they may have on others
  
• Good commercial acumen
  
• Fluent in English language written
  and verbal
  
• Ideally multi-lingual
  
• Engage and builds credibility with
  internally influential individuals
  
• Exceptional attention to detail that
  delivers quality information
  
• Excellent, caring and honest
  communication skills
  
• Pharmaceutical and medical produce
  and devices
  
• Ability to deliver on commitments
  

Measurements 

• Import Tracker: timelines of
  greenlight, timelines of Customs clearance. Timelines of Import License
  application. Timelines and accuracy of the guidelines/consultation
  provided.
  
• DIF – Delivery in full
  
• DOT – Delivery on time