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Contracts Execution Administrator

2 weeks ago

Midrand, South Africa Afro Miaki Group Full time

Bulk vegetable oil imports
Monitor correspondence between traders, buyers and sellers
Double-check purchase and sales confirmations to ensure accuracy
Track vessels for estimated time of arrival (ETA) and parcel allocations
Chase for shipping documents prior vessel arrival to ensure timely customs clearance
Process import clearing and forwarding instructions to clearing agents ensuring the correct and appropriateprocedure category and purpose codes are used-e.g. clearance in bond, for home consumption, re-export, etc.
Ensure original Bill of Lading (B/L), EUR1 and other essential documents are couriered to vessel agent priorvessel arrival-alternatively issue Letter of Indemnity (LOI).
Monitor discharge outturn P201 figures against B/L and ensure clearing agent passes relevant Voucher of
Correction (VOC) to correct the B/L weight of original clearance to P201 weight.
On completion of vessel discharge send instructions to surveyors for tank samples to be sent to relevantcustomers if required.
Execution of Sales Orders
Track pertinent sales confirmations against sales schedule from trade support desk, and double-check all details are correct.
Send Pro-forma invoice if required for upfront payments.
Proceed with execution of contract depending on delivery period.
Obtain quotations and written rates sheets from transporters and arrange transport for “Cost and Insurance Paid”/ “Delivered at Place” (CIP / DAP) contracts within delivery period ensuring constant liaison with customer,
Send appropriation to customer with dispatch date, truck details, quantity loaded and expected arrival atcustomer’s premises.
For “Free Carrier” (FCA) sales, ensure goods are made available and ready in all respects to be uplifted by thecustomer, advising location and tank number.
Proceed with Sales Order and Releases-one per truck as per customer instructions
Liaise constantly with tank planning to ensure stock is released from appropriate tanks and batches.
Monitor releases and ensure weighbridge tickets are received from tank installation or supplier to match releaseorders.
Complete Deliver Order (DO) upload template ensuring correct Sales Order (SO) number, batch number andtonnage is inserted for submission to Shared Services Centre (SSC) together with copies of the Weighbridge
Tickets WBT’s
Invoice customer promptly for goods loaded with corresponding WBT attached ensuring accuracy of goodsloaded, due date and correct payment banking details.
Send monthly Statement of Account to all customers on last day of the month-or for interim periods if requestedby the customer.
Monitor due dates, chase for payment if late-raising late payment interest (LPI) invoices in accordance withcontractual terms for all late payments.
Allocate payments to relevant invoices when received
Monitor contract delivery periods and send contract status and open order reports on a regular basis.
Should itbe observed that a delivery period will be exceeded, send notification of potential Late Upliftment Interest (LUI)and storage charges.
Invoice out late payment / late upliftment interest and storage charges, monthly.
Where delivery is executed by means of a Transfer of Ownership (TOO), raise an invoice against TOO weight,and monitor and reconcileupliftment’s, at the end, passing debit or credit note for the difference in tonnage.
Ensure tank installation passes a VOC for the difference between TOO weight and uplifted weight to align stockand customs book balances.
Monitor upliftments and ensure debit or credit is raised upon conclusion, for swaps.
Monitor and reconcile stock losses and gains.
Ensure the correct samples is delivered to customers.
Tankage
Liaise with Tank Planner with regards to emptying and stripping tanks in preparation for new shipments
Liaise with other team members to ensure correct tank nominations are used, constantly.
Send weekly heating instructions to tank installation to minimise costs
Demurrage
Track and monitor demurrage claims for vessels / trucks and ensure customers are invoiced where applicable
Cross Border
Prepare relevant pro-forma / commercial invoice for cross border trades
Ensure that commercial invoice sent to clearing agent is captured on SAP against WBT
Request Customs Bill of Entry (SAD500) and other relevant documents from clearing agents to prove export andacquit documents.
Arrange transport if necessary, obtaining written quotations and ensure constant monitoring and tracking of
trucks
Request invoices from transporters once stock has been delivered and enter full details on upliftment schedule todouble-check rates and approve for payment.
Monitor payments and ensure correct documentation and coding is given to the banks to clear funds.
Beans and Seeds Logistics
Plan weekly bean intake
Book trucks in at plant for offloading
Streamline communications with suppliers, adhering to strict procedures and amendments where required
Balance offloaded weights with Randfontein team
Filing & Record-keeping
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