LOGISTICS SUPERINENDENT - CUSTOMS CLEARANCE

The Role

Reporting to the Supply chain Manager, the Logistics Superintendent is responsible for planning and performing, transportation, customs clearance and expediting activities to ensure all purchased materials and equipment are timely delivered on site, the role includes management of the gold shipment formalities, as well as the logistics from door to door.

KEY ACCOUNTABILITIES

Operations Management, Import formalities & Customs clearance:

• Monitor effectively the goods in transit until cleared and delivered to site 
• Make sure that physical receiving is done on time and from the system as well 
• Ensure customs clearance activities comply with applicable Ivorian and west African countries laws. 
• Ensure that pre-clearance documentation is raised prior the departure of the shipment to avoid penalties 
• Ensure that close out is done for any import domiciliation raised from the bank by providing the full set of documentation including customs stamped documentation to the bank of domiciliation as per central bank rules 
• Archive the full set of documentation from the PO to the delivery note including GRN for future internal and external audit 
• Update the supply chain register on the daily basis 
• Update the expediting register on the daily basis 
• Ensure that global and or individual licences are applied for at the time that the order is raised. 
• Ensure that shipping and commercial documents are in order prior to arrival of the goods and submitted on time to the forwarders. 
• Ensure that all international shipments are inspected prior to being shipped in accordance with the requirements when applicable. 
• Make sure that the pre-alert is sent by carriers in advance prior any delivery. 
• Make sure that goods are packed appropriately to avoid any damage during the transportation. 
• Make sure that site team prepare in advance the resources to offload the cargo prior the arrival to avoid additional cost of detention or demurrage based on the packing list. 
• Ensures that all administration and files contain all documentation required by the regulations. 
• All exoneration is monitored and documented as required. 
• Prepare all documents for export/ return of items. 
• Approve all freight and clearance related invoices and ensure the value are accurate 
• Ensures that all information, from beginning to the end on a shipment, are reported. 
• Management of exemptions of chemicals, fuels, and lubricants: 
• Ensures that the exemptions are obtained on time with accurate information. 
• Assist with obtaining applicable tax exemptions. 
• Advise Management on import and export restrictions, tariff systems, insurance requirements and all other country customs related matters. 
• Organizing and planning global consignments. 
• Organize the OOG (out of gauge) transportation from door to door as per international and national rules and make sure any authorization applicable is done prior the transportation. 
• Administering, supervising, directing, and overseeing the payload, shipment, cargo, and consignment business dealing methods, operations, and procedures on a regular basis. 
• Ensure all shipments are compliant with hazardous shipping compliance information. 
• Ensure compliance with local, national, and international regulations related to logistics and transportation. 
• Ensure compliance of logistics activities and contractors with HSE national and international legislation. 
• Make sure that any chemical has the MSDS prior any movement in the supply chain route 
• Facilitate logistics activities for vendors. 
• Actively support in the study and examination of logistics documents and operations. 
• When requested, be deployed on location to support the project and act as the company’s logistics representative. 

Gold Shipment:

• Complete all the shipping document and get the required approvals from all the regulatory institution timely.
• Ensure all required documents including insurance for gold shipment are completed and issued to the applicable forwarder timely.
• Make sure the documents are completed with the accurate information. 
• Keep a proper archive for all the shipping, and customs clearance documents. 

Expediting:

• Complete Expedition’s tasks to ensure the timely delivery of material and equipment according to purchase orders
• Put in place proper expedition procedure
• Ensure on time communication to the logistics management team of order readiness for collection
• Ensure all orders in transit are forwarded at the shortest time possible by interactive proactively with suppliers
• Ensure the Consolidation Warehouse is well managed
• Ensures that Supply Partners and forwarders ship orders on time.
• On reception of the airway bill, ensure to start the procedure to accelerate delivery
• Perform proper tracking of goods in transit
• Provide an effective management of relevant information raised or required in communication with vendors
• Manage vendor relationship
• Ensure data accuracy and input
• Expedite inventory and direct charge purchase orders for multiple sites as required and in accordance with Supply procedures
• Liaise with port authorities and customs to expedite delivery if needed
• Liaise with Purchasing Officers and end users whereby delivery due dates are delayed by more than 5 days.
• Resolve delivery and/or quality issues with vendors and internal customers as they arise
• Identify and implement opportunities to improve the performance of suppliers to allow the realisation of customer service expectations
• Ensure that a complete audit trail of all procurement activities is adhered to.
• Highlight to the site procurement team issues that have affected supply outcomes (e.g.,) quality, cost, delivery, etc.
• Undertake activity to correct and prevent a reoccurrence of any missed or late delivery.
• Be the interface between Logistic, Finance and Purchasing.
• Ensure that suppliers and forwarders meet their commitment in terms of providing management reports, daily, weekly or monthly as required on their part.
• Ensures that all reporting and information relating to the status of an item on order is up to date and available.
• Prepares requests for shipping for approval in accordance with procedures and instructions from end users and management.
• Investigate status of open purchase orders with end users and procurement demand planner for close out
• Maintain purchase order status and shipment tracking information in ERP system
• Maintain constant communication and good flow of information with onshore and offshore suppliers, shipping agents, forwarders, transporters, buyers and end users. Notify stakeholders when a promised delivery date will not be met, regardless of the reason and inform them of action taken.
• Notify and alert buyers and accounts payable of any orders being held by suppliers due to past-due invoices and late-payment issues.
• Maintain the integrity of the procurement expediting reports implemented for order status tracking by the SCD Department through the timely updating of information pertaining to status on orders and supplier information.
• Maintain a weekly expediting meeting for critical items and showstoppers and monthly expediting for all the outstanding orders with internal departments, buyers and Demand Planner to provide an update on orders status and recovery action plans in conjunction with suppliers for all delivery slippage orders or any delivery or logistics issues.
• Release the expediting reports for emergency items at least twice a week, Wednesday and Friday and the master expediting report weekly.
• Maintain the storing folder and ensure that purchase orders, approvals, confirmations, variances and all related information are filed appropriately in accordance with the department and company's record-retention policy.
• Monitor shipments to ensure that purchase order information matches the shipment in terms of quantity and quality.
• Filing and archiving: Ensures that all documents are organized in an effective manner
• Ensures implementation of all relevant policies and procedures.
• Participates in the development of procedures relating to tracking, expediting and quality.
• Responsible for KPI reporting, and feedback to end users regarding orders
• Analyse logistics data and prepare reports on performance metrics and other key indicators
• Identify and implement process improvements to enhance efficiency, reduce costs, and improve service quality.

Order Management:

• Ensure that all PO identified by MRP have been placed and received by the supplier and acts on any orders for which no confirmation is received within 24hrs of submitting the order.
• Reviews and analyses all pending orders in line with their delivery due date, and manages the planned delivery time (from PO to consolidation point) and GR processing time (from consolidation point to receipt at the mine).
• Monitor open purchase orders for all orders to ensure on-time deliveries (OTD), alert Demand Planning of any potential issues.
• Monitor supplier's performance in the areas of product quality, price, service and delivery and inform buyers, SCM about unreasonable number of back orders from suppliers, or quality issues.
• Address and resolve logistical issues or disruptions proactively, implementing corrective actions as needed.
• Ensure that all open purchase orders are accurate and close those that are not needed after firm instructions from the initiator to do so.
• Follow up on status of orders, back orders and give ships an update on delivery status. Escalate critical shortages and supply issues to management.
• Collects information relating to the status of urgent orders and advised the end user
• Manages all non-conforming items received from time of identification of the non-conformance to final resolution and close out.
• Update the NCR report and report any non-conformity on time.
• Alert and reassign problem-items or supplier constraints on orders to applicable buyer to address them.

Staff Development:

• Provide supervision, guidance, coaching and technical assistance and support to the team.
• Monitor and evaluate the performance of the team to identify areas requiring improvement and implement training and coaching measures to ensure employees receive sufficient training enabling them to perform their duties in a safe and efficient manner.
• Promote and develop subordinates’ skills through the transfer of technology and skill development through on-the-job training programs.
• Conduct formal career development discussions with employees and identify development opportunities and programs that assist with defining future career progression possibilities.
• Encourage and facilitate effective and supportive communication between all team members and related departments.

Safety Management:

• Demonstrate personal high commitment on safety and environmental and Social Responsibility practices.
• Ensure every person within team is fit for work.
• Ensure that agreed procedures, safeguards and controls are applied and used.
• Ensure all activities are conducted safely and in accordance with Company standards and procedures
• Ensure hazard management plans are observed.
• Keep statutory and internal reporting as required.

KEY REQUIREMENTS

Education:

• Minimum Master or BAC+ 5 in Business, Supply Chain Management, Logistics or equivalent.

Relevant experience:

• Minimum 5 years’ experience preferably in mining supervisory level role.
• At least 1 year of experience in mining supervisory level role.
• High level of knowledge of local competencies.
• French/ English skill essential.
• Knowledge of international procurement, INCOTERMS, logistics, and customs processes.
• Working experience with pack office Microsoft, EAM.
• Preference for west African experience.
• Experience of working effectively in a senior management team environment.
• Experience working in multicultural environment.
• Able to communicate effectively at all levels of the organisation and build effective relationships and network.
• Demonstrate strong conceptual skills, and be capable of developing lateral practical solutions.
• Ability to respond to a changing work environment.
• Ability to manage multiple projects and tasks at the same time.
• Reputation for integrity and ethics.
• Demonstrated leadership skills.

Contract type: Long term

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