Iff Operations Supervisor -Sea Exports M/f

Mission Description

• Reporting to the Senior Supervisor - Sea Exports. The Key responsibilities will be: -

Manage the team

• Inform the team of the entity strategy/ evolutions and communicate on required alignments
• Set goals in terms of quality of service
• Assess teams performance against set Key performance indicators develop & maintain teams competencies
• Responsible for the induction of new modules concerning TMS & DMP
• Responsible for team productivity and expertise
• Work closely with the Customer Operation Support in order to organize and plan activities of the IFFO

Manage the operational relationship with the Client

• Alert the Client in case of operational issues (potential or real) that have been escalated by the IFF operators
• Follow up on Consignments and ensure that Clients have been updated on the status in real time.

Monitor file processing

• Ensure that SOPs are applied at each step of the business process
• Monitor all documentation and ensure compliance with required laws and regulations
• Ensure tariffs for existing Clients are regularly updated
• Allocate the files to be processed to Operators. Validate the opened file before the process begins (for Clients exceeding their credit conditions, escalate to N+1 for validation)
• Check the file processing progress (each process component must work properly without delay) and ensure that the different process steps are well done from a physical point of view (documentation) or electronic one (step update capture in the business software)
• Assist Operators and other staff members in case of operational issues.
• Ensure that files are regularly archived (physically & electronically, once a month at least)
• Implement all necessary actions to improve the quality of processing (process, request for additional resource, computers...)
• Control the quality of formalization & documentation of the files.

Ensure that operations are performed with respect to gross margin & disbursements anticipated when quotations have been issued.

• Get to know the exact details of quotations related to operations in progress
• Select the most efficient means to the operations to be performed, with respect to quotations validated by the Client (preferences)
• Validate the supplier invoice file allocations & amounts
• Validate Client invoices and corresponding attachments aligned to quotation & submission by Operators.
• Check the disbursements of each file
• Constantly liaise with customs declaration team at the ports to ensure customs documentation are paid for and lodged/ released in good time to ensure smooth handing over of export shipments in port
• Liaise with credit control department on collection of outstanding payments both from cash and credit clients.
• Control the costs of the IFF unit in line with approved budget
• Alert/Inform Management in case of significant operational issues which may impact on quality

Profile

• Diploma in Clearing and Forwarding or related field.
• East Africa Freight Forwarding Practicing Certificate (EAFFPC) will be an added advantage
• Knowledge of Single Customs Territory
• Minimum of 4 Years experience in sea export freight forwarding/logistics
• Experience in a supervisory or team lead role will be an added advantage