Imports Coordinator, MMD Administration at Aga Khan University Hospital

Job Purpose:

To effectively and efficiently track, manage, and clear Import & Export Consignments as well as coordinate expatriate relocations in and out of the country.

Key responsibilities:

Financial Management

• Source, select, and negotiate for the best rates on customs brokerage service on all imports. Ensuring correct clearing procedures and standards as per the Government of Kenya regulatory requirements.
• Responsible for generating Purchase Orders, and GRNs for importation costs incurred and billed to us by clearing agents in accordance with PSCMD policies and procedures. 
• Manage the PSCMD receiving & documentation team.
• Assist in managing and following up clearing agents on quick clearance of consignments both imports and exports to avoid demurrage and storage charges.

Administration

• Meet with staff and suppliers to discuss any issues arising from either side and ensure there is a smooth relationship between the two.
• Source for new suppliers that have better quality services and negotiate better prices.
• Interview vendors and visit suppliers’ plants and distribution centers to examine and learn about new customs regulations and import procedures.
• Monitor and coordinate the consignments from the point of origin to the point of discharge.
• Work our operations with suppliers, such as when and how each consignment should be cleared.

Quality Control

• Evaluate suppliers based on price, quality, and delivery time.
• Evaluate and monitor contracts to be sure that vendors supply comply with the terms and conditions of the contract and to determine the need for changes.
• Ensure all permits from the relevant regulatory bodies such as PPB, NCK, and KMLTTB have been applied for and approved to facilitate smooth clearance.
• Ensure SGS inspection.
• Ensure correct duties/taxes are paid to KRA customs.
• Plan and manage imports/exports.

Coordination

• Co-ordinate all imports/exports with suppliers, clearing agents, regulatory bodies, and customs.
• Support clearing agents with relevant documentation to facilitate clearance.
• Coordinate with suppliers to ensure on-time delivery.
• Monitor and coordinate deliveries of items between suppliers and clearing agents to ensure that all items are imported for each warehouse/site/store on time.
• Co-ordinate receiving of shipment with the PSCMD receiving bay team.\

Reporting

• Maintain complete updated import/export records/data.
• Maintain and review records of existing contracts.
• Monitor the seamless flow of invoices to the documentation team.
• Ensure compliance with institution policies, and procedures and conduct regular checks on the teams dealing with imports/exports to confirm their adherence to the same.

 Qualifications, Experience and Skills required:

• Business related University Degree.
• Clearing & Forwarding Diploma from IATA accredited institution.
• Membership to Chartered Institute of Purchasing & Supply (CIPS) or Chartered Institute of Logistics (CILT) or Kenya Institute of Supplies Management (KISM) will be an added advantage
• At least two years’ work experience in a related field/work environment
• Ability to work in team
• Excellent interpersonal and communication skills; Excellent customer service skills and customer focus
• Ability to lift heavy boxes, climb and bend
• Knowledge of warehousing/stocking